






































































































































































































































































Class _ 

Boo le / > _ 



COPYRIGHT DEPOSIT. 























♦ 











































































! 













. • 



















♦ 





















t 




























. 1 - - 




||gj 

, 1 



^ | 


EJ 


:\!v ■ 


A TYPICAL OFFICE 














































APPLIED 

OFFICE 

PRACTICE 

BY 

ABBIE A. MORRILL 

■ Instructor in the Bay Ridge High School 
Brooklyn, N. Y. 

MABEL A. BESSEY 

Head of Department of English 
Bay Ridge High School 
Brooklyn, N. Y. 

JOHN V. WALSH 

Instructor New York University and 
Head of Secretarial Department 
Morris High School 

New York, N. Y. 

* 



D. C. HEATH AND COMPANY 

BOSTON NEW YORK CHICAGO ATLANTA 
DALLAS SAN FRANCISCO LONDON 


** © wtf 








Copyright, 1931, 

By D. C. Heath and Company 


No part of the material covered by this 
copyright may be reproduced in any form 
without written permission of the publisher. 


3 ci 


PRINTED IN THE UNITED STATES OF AMERICA 


©CIA 35776 

APR 




FOREWORD 



k 

% 


Within the walls of big firms and small business houses, alike, a 
daily warfare against waste and inefficiency goes on. The endeavor 
to get things done, to secure labor at maximum speed, to be a 
driving force, taxes the ingenuity and skill of those whose responsi¬ 
bility it is to direct the work. In order to give their employes some 
idea of office standards, many corporations have established person¬ 
nel departments — really training schools adapted to the particular 
needs of each business house. The personnel officers are teachers 
whose duty it is to correct faults, inculcate ideas of accuracy and 
responsibility, estimate power, and if the young employes show 
any special aptitude, place them where their talents may be culti¬ 
vated to the best interests of the firm. Many of these personnel 
officers have grown up inside the business, and they attribute 
success to early apprenticeship. 

Adapted to the needs of many business firms rather than to the 
particular needs of any one, high school courses seek to parallel 
the work of personnel officers. The aim of this book is to train 
students as intelligent office workers: 

1. To develop initiative, reliability, responsibleness, and ac¬ 
curacy 

2. To teach office practice and the principles of efficient office 
procedure 

3. To emphasize the importance of cooperation and service in 
any organization 

4. To develop a spirit of social-mindedness 

5. To provide for giving vocational information 

6. To train students for the more simple office positions. 

That the science and art of business is an ever-interesting 
problem, and one that seems to increase daily in complexity, needs 
no proof. Business magazines are published presenting better 
ways of organizing labor and time, the direction of various de¬ 
partments, and the methods for increased production and sales. 
In these articles the office is made the center. From it are issued the 

iii 




IV 


FOREWORD 


instructions for all departments. To it is sent a record for each 
department, stating what is being accomplished. To it gravitate 
the innumerable details which make or mar the business. It is, 
therefore, of the greatest importance that the office, in order to 
function properly, secure efficient aid. 

This book, Applied Office Practice, centers around the office. 
The theory of general office routine has been made as simple and 
as brief as is consistent with the nature of the subject matter. Em¬ 
phasis has been laid upon the application of the theory presented, 
and upon such practical problems as may arise in any business 
house. 

Experience has shown that the reason for a student's failure to 
exercise judgment in office situations frequently lies in the fact 
that he does not sense the business situations which underlie the 
office activities. With this in mind, the authors have attempted, 
in undertaking each new chapter, to equip the students with those 
essentials of business knowledge which should support intelligent 
office procedure. In other words, the function must precede the 
form. The student should see the need for performing office duties 
before he actually begins to build up office skills. His efforts will 
thus be more intelligent, his interest will be increased, and a healthy 
combination of business knowledge and office skills should result 
in increased powers. 

The problems, themselves, have been gathered from a variety 
of sources and are an attempt to anticipate the difficulties which 
confront the average office worker; to point out the various kinds 
of work he may meet; and to give students practice in many kinds 
of work. The problems admit of choice and are graded to meet 
the needs of different mentalities. They are planned to cover a 
certain amount of time, but leeway is given so that the brilliant 
student may undertake more difficult problems, and the slower 
student may maintain a fair pace. 

The authors have purposely placed in this book problems of 
different degrees of difficulty: some are extremely easy, others 
are unusually difficult. The thought here is that all levels of in¬ 
telligence will be tested by problems which vary so much in diffi¬ 
culty. 

In regard to the general questions, the authors realize that the 
answers cannot always be obtained by consulting the text. The 


FOREWORD 


V 


student must use his resourcefulness and consult other books; this 
practice will be of distinct benefit to him. 

In the last analysis, it is not the possession of information which 
is the aim in teaching work of this kind, but rather the ability 
to find the information when it is required. In a broad sense, the 
purpose of this book, in keeping with modern trends in educa¬ 
tion, is to teach the student to think. 

It is assumed that students who elect the course in Office 
Practice are those who plan their work along the usual commercial 
lines. Consequently, some knowledge of allied subjects is expected, 
and information available through one or more of these subjects 
will be drawn on freely. The work is planned to include the 
types of vocational service common to all kinds of business, 
rather than to emphasize any special commercial field. 

No attempt has been made to develop character by the direct 
method, but numerous situations have been produced through 
which desirable traits may be developed. 

To keep abreast of the most desirable changes in the conduct 
of the office phase of modern business is impossible except through 
the courtesy and help of executives in representative businesses. 
In the writing of Applied Office Practice their expert advice has 
been invaluable. Cuts and other illustrative materials which they 
have generously supplied have contributed largely to the value of 
this book. 

We are especially grateful to Mr. C. B. McCann and to Mr. 
Herman Getz of the Western Union Telegraph Company; 
Mr. Roman Debes of the Radiomarine Corporation of America; 
Mr. S. H. Geller of the Postal Telegraph-Cable Company; Mr. 
V. P. Conroy of the National Air Transport', Incorporated; Miss 
N. Mae Sawyer of the American Institute of Filing; Mr. Horace 
M. Carleton of the New York Telephone Company; Mr. Harry 
H. Wilson of The Phoenix Mutual Life Insurance Company; 
Mr. Richard W. Hill of the American Institute of Banking; 
Mr. Newton D. Ailing of the Irving Trust Company; Mr. Albert 
Firmin, Postmaster of Brooklyn, N. Y.; Mr. J. H. Williams of the 
Postage Meter Company; and to Mr. Charles R. Brockmann of 
The H. W. Wilson Company. 

For their valuable criticisms and suggestions, we are also in¬ 
debted to Mrs. Irving Levy, Instructor of Office Practice in the 


VI 


FOREWORD 


Bay Ridge High School, Brooklyn, N. Y.; Miss Irene Keenan, 
Head of the Department of Secretarial Studies, Jamaica High 
School, Jamaica, Long Island; Mr. William C. Wallace, Head of 
the Department of Accounting and Law, George Washington 
High School, New York; and to Mr. Wilbur K. McKee, Instructor 
in Business English, New York University. 


CONTENTS 


CHAPTER PAGE 

To the Office Practice Instructor. x 

I. Relations with Employer and Fellow Workers ... 1 

II. Everyday Finance. 5 

Terms Defined. 6 

Your Relation to the Bank . 19 

The Bank’s Responsibility to You. 23 

Systematic Saving. 26 

General Questions. 28 

Problems. 28 

III. The Telephone. 32 

Directories. 35 

Two Types of Telephones. 38 

Different Types of Out-of-Town Calls. 42 

Telephone Courtesy . 47 

General Questions ...» . 50 

Problems .. 52 

IV. Mail and Correspondence. 57 

Outgoing Mail. 65 

General Directions for Mailing. 72 

General Questions . . . •. 76 

Problems. 79 

V. The Writing of Letters. 89 

The Mechanics of Writing. 89 

The Grouping of Business Letters .103 

The Demands of Modern Usage.106 

General Questions.109 

Letter Exercises.110 

Diction.115 

A Business Dictionary .116 

VI. Telegraph, Cable, and Wireless Service.123 

Telegraph Service .127 

Sending and Delivering Messages.132 

Cable Service. 133 

vii 


































viii CONTENTS 

CHAPTER PAGE 

Money Order by Telegraph or Cable.139 

Radiograms and Radioletters .141 

General Questions • .146 

Problems.148 

VII. Filing . . ..162 

Methods of Filing.168 

The Importance of a Follow-up System.176 

The Card Index.179 

Systems of Filing.180 

General Questions.192 

Problems.193 

VIII. Office Machines .208 

Machines Commonly Used in Business Offices.208 

Time Recording Machines ..209 

Machines Used in Connection with Correspondence ... 211 

Machines for Bookkeeping and Financial Departments . 225 

Special Communicating Machines .232 

Miscellaneous Machines.236 

General Questions.239 

Problems.240 

IX. Reference Books .265 

Dictionaries.269 

Books about Words.271 

Encyclopedias.272 

Almanacs and Year Books.273 

Atlases, Maps, and Gazetteers.274 

Directories and Guide Books.275 

Books of Information about People.278 

Financial Information.279 

Magazines.282 

Periodical (or Magazine) Indexes.283 

Newspapers.285 

Newspaper Index. 286 

Miscellaneous Books.286 

Book Catalogs and Book Selections.287 

Government Publications.288 

Making Bibliographies.288 

General Questions.289 

Problems.292 






































CONTENTS 


IX 


CHAPTER PAGE 

X. A Typical Experience .315 

Adjustment to Environment.319 

Growth of Resourcefulness.321 

Learning New Duties.324 

Manifold Daily Duties.327 

Miscellaneous Duties.329 

Appendices.331 

I. Classifications of Mail.331 

II. Indexing and Filing Rules and their Application . 339 

III. Glossary of Business Terms.349 

IV. Business Terms Commonly Abbreviated.354 

V. Abbreviations of States and Territories.358 

VI. Firms Which Can Supply Helpful Material .... 359 

VII. Rules for Capitalization and Punctuation.362 

MAPS 

BETWEEN PAGES 

Airway Map of the United States . 76-77 

Commercial Development of the World with 

Trade Routes . 274-275 

Travel Map of Europe . 296-297 

United States, Showing Distribution of Products 302-303 
Railroad Map of the United States .312-313 


















TO THE OFFICE PRACTICE INSTRUCTOR 


In a classroom having ordinary equipment, it will be found 
impossible to have the entire class working at the same time 
on one type of problem. Students must work individually or in 
groups. Arrange the assignments so that there will be a logical 
sequence in the work of the groups. This will allow for periods 
of class review. In a class of thirty-five students, for instance, 
the week’s work may be divided into as many as seven groups. At 
the beginning of the second week, make a shift in the type of 
assignment. Let each group do something new. For example, 
students who have been assigned to the mail-clerk’s desk will now 
report to the telephone; those who have been working at the files 
will change to reference work. It is desirable that all office ma¬ 
chines be in use every day, so that as many students as possible 
may gain dexterity in the mechanical processes. 

Visit business houses for the purpose of securing first-hand 
information. The Telephone Company and certain large industrial 
plants will, on request, accommodate small groups accompanied 
by an instructor. If these visits are to be valuable, plan for an in¬ 
formal discussion before the trip and follow it by a more de¬ 
tailed discussion after the visit. In this discussion, talk over 
what has been learned from the visit and clear up any questions 
which may arise. 

To show the practical application of the problems, assign 
students to actual school duties. Clerks in the public schools 
are usually very busy; opportunities for messenger service are 
great; report cards, programs, catalog cards, all give practice 
in alphabetizing and filing. There is always mail to sort and 
distribute. If the school supports a bank, students may be 
detailed as tellers to receive and list deposits, cash checks, and 
record the day’s receipts. In the various stockrooms, students 
will be of inestimable use in recording, listing, counting stock, 
and issuing it on requisition. If there is a lunchroom, some 
students may act as cashiers, some as salesmen, and others, as 
supply clerks. The school store also requires help. Through 

x 


TO THE OFFICE PRACTICE INSTRUCTOR 


XI 


these activities they will become familiar with adding machines, 
duplicating machines, and various other types of office equipment. 
Students who show proficiency in stenography and typewriting 
may be assigned to teachers to take dictation and type letters. 

The problems are sufficiently diverse to allow choice, and 
are so arranged that the rate of progress is largely an individual 
matter. There must be a certain minimum allotment for which 
all students are responsible, but a problem that may take an 
average student two or three days to complete may be finished 
by a bright student in one class period. If there is a problem 
allotment, there is no need for a bright student to wait for others 
to catch up. He is permitted to proceed immediately to the next 
problem in his budget. 

A specimen of a student’s problem checking sheet follows: 

(Specimen) 

PROBLEM CHECKING SHEET 
For the month of November 
(To be filled in by the pupil) 


November 



3 

4 

5 

6 

7 

10 

11 

12 

13 

14 

17 

18 

19 

20 

21 

24 

25 

26 

27 

28 

Name 








Problem Numbers 





Jones, Mary 



53 





51 

11 



25 


5 




94 

80 


Carlson, Emma 

74 

42 


61 


91 


1 


21 


13 

51 



31 


56 



Oliver, Minnie 


26 


3 



51 




19 


29 


34 


58 


94 


Mason, Carrie 

23 



55 



52 




78 



79 




93 



Brown, Alice 


10 





51 


74 



28 


8 



50 



38 


A list of the problems with their numbers is placed on the bulletin board in 
the Office Practice room. Alongside this is placed an assignment sheet. This 
consists of an alphabetical list of the students and shows opposite each name 
the number of the problem which the student is working. Beside this is a 
checking sheet, as shown above, on which students enter, under the proper 
date, the numbers of the problems as they complete them. By looking at the 
list, the instructor can tell the number of problems completed by each pupil 
up to a given time. 







































xii TO THE OFFICE PRACTICE INSTRUCTOR 

Schedule of general instructions to be given to each student 

Today you begin work in a business office. Work carefully and ac¬ 
curately. Hurried, careless work is of no value. Speed will come with 
time; concern yourself now with accuracy. 

A certain number of problems will be assigned to you each week. 
You may do more than this required number. Where necessary, prob¬ 
lems are preceded by directions for working. Follow these directions. 

The sheet on which you answer your problem is called the work sheet. 
Make a carbon copy of all work sheets. On the top of each day’s sheet 
write the following: 

Name __ Date _ 

Subject and Class No _ Section Room No. _ 

Problem No.. ___ — 

Name of Problem 







APPLIED OFFICE PRACTICE 


CHAPTER I 

RELATIONS WITH EMPLOYER AND FELLOW WORKERS 

Every employe is in a position of trust and owes to his 
employers and to himself faithfulness to that trust. To 
fail in that trust is to lessen the chances for success at the 
very beginning of a business career. Honesty demands 
that you give your employer the full value of your time. 
Where many are employed, the waste of even five minutes 
becomes a serious matter. People otherwise scrupulous in 
their integrity sometimes show a tendency to rob an em¬ 
ployer of his time. Loyalty to the company demands 
that as little time as possible be spent away from your work. 
Do not grumble and do not watch the clock. 

Honesty and truthfulness are qualities of priceless value, 
and are the first considerations in advancement. Never 
manufacture excuses; frankness and truthfulness will pay 
you well. Be willing to acknowledge mistakes and profit 
by them. 

Efficiency depends as much upon an earnest and orderly 
staff of men and women as upon ideal working conditions. 
Haphazard methods of coming and going, carelessness and 
thoughtlessness in the conduct of even a few people are a 
detriment not merely to those few, but to all. Develop 
habits of economy. Use with care all stationery, pens, pen¬ 
cils and erasers. See that electric lights are turned out when 
not needed, and that switches to electric power machines 
are cut off when the machines are not in use. Develop habits 
of neatness. Before leaving for the day, see that the top of 
your desk is cleared of all papers, and that you leave your 

l 


2 


APPLIED OFFICE PRACTICE 


unfinished task in such order that no time may be lost when 
you resume work. In regard to clothing, dress neatly and 
plainly in a style adapted to business life. 

Courtesy is the mainspring of all successful business. 
Courtesy manifests itself in business just so far as the 
employes live it each day. Dignity, respect, and care 
should be used in addressing fellow employes and officers. 
A careless word or an act of familiarity on your part may 
cause discredit to yourself and those associated with you. 
Courtesy should govern your behavior throughout the day, 
in the elevator, in the halls, in contact with your employer, 
your fellow workers, and visitors. Discourage the use of 
first names or nicknames in your relations with your fellow 
workers. Avoid loud conversation and all unnecessary 
noise during business hours. 

Attend strictly to business during business hours. Do 
not telephone your friends, and discourage your friends 
from calling you on the office telephone. Do not waste 
time talking, reading books or letters, or writing. Do not 
loiter in the washrooms or locker rooms. On no account 
eat, except in the lunchroom. Refrain from cleaning finger 
nails, or arranging hair, or chewing gum in the office. Do 
not gossip, and never make personal comments about your 
employer, your fellow workers, or visitors. Above all, 
consider your salary a confidential matter between the 
firm and yourself, and at no time discuss it with your 
fellow employes. 

The late Marshall Field of Chicago, one of the greatest 
merchants the world has ever known, set forth twelve 
points which he urged every individual who would succeed 
to remember: 

The value of time 
The success of perseverance 
The pleasure of working 
The dignity of simplicity 
The worth of character 


RELATIONS WITH EMPLOYER AND FELLOW WORKERS 3 

The power of kindness 
The influence of example 
The obligation of duty 
The wisdom of economy 
The virtue of patience 
The improvement of talent 
The joy of originating 

Your first position is important, for with it you enter a 
new world. This world may prove of intense interest and 
infinite variety, or each day may dawn only to increase 
the drudgery of the day before. Since no one desires to 
remain in a position which consists of a series of mechanical 
operations, or in a “blind alley” which leads nowhere, 
some preparation for your first position is necessary. 

Whatever work you undertake will demand a certain 
routine, and will require your acquaintance with certain 
rules. In this book we hope to save your time and that 
of your future employer by clearing away some of the 
stumbling blocks that may beset your path, by putting 
sign posts along the road, and by mapping out for you 
the routine of service common to most types of business. 

Consider this course your apprenticeship. Forget that 
you are in a school room. Remember that although at first 
your work may consist of filling inkwells, dusting office 
furniture, running innumerable errands, taking the brunt 
of hurried assignments, the future opens out along paths 
of active, intelligent service, any one of which you are 
fitting yourself to follow. 

The success of your work depends upon your attack. The 
problems should be considered projects which you have 
undertaken to work out. Except for the purposes of instruc¬ 
tion in some new point of theory, or the demonstration of 
the mechanism of a machine, you will be working independ¬ 
ently, and, as each piece of work is completed, you will 
submit it to your instructor for checking. You must under¬ 
stand the method of procedure from the start, and measure 


4 


APPLIED OFFICE PRACTICE 


your own capabilities. In order to do this, it will be neces¬ 
sary to go slowly. Assume that the classroom is a business 
office; your instructor, the employer; you, the employe. 
Your work, your relationships, and your attitude must 
measure up to standards of excellence. 


CHAPTER II 


EVERYDAY FINANCE 

To the Instructor: The 'practical end, that which every individual 
should know, whether in business or not, is here emphasized: the 
value of a bank account, the method of opening such an account, the 
convenience and safety of a checking account, and the necessary 
care entailed. Simple problems are built around the details of every¬ 
day banking procedure: 

Opening an account 
Making out deposit slips 
Writing checks 

Keeping check book stub records 
Indorsing checks 

Reconciling the bank statement or pass book 
Obtaining letters of credit and travelers’ checks 
Outlining budgets 

Consult local banks regarding modern banking methods and pro¬ 
cedure. Secure a supply of deposit slips, blank checks, notes, and 
other banking papers. 

Much interest will be added to the work if you invite a representative 
from some bank to talk to your pupils. 

The running of a school bank is a help in training students for 
business and in impressing upon them the value of thrift. In this 
way they will get real practice in banking. 

In every community the bank is the money center. Here 
deposits are received, loans made, and money and credit 
transferred. For our purpose, the banks of the United 
States may be classified as follows: 

Commercial Banks 
Savings Banks 

Trust Companies 
5 


6 


APPLIED OFFICE PRACTICE 


Commercial banks, when established under the super¬ 
vision of the United States government, are known as 
national banks. When they are established under the 
supervision of the different states, commercial banks are 
known as state banks and conduct a business similar to 
that of national banks. The deposits in a commercial bank 
are subject to withdrawal by check. For the most part, 
these banks make short-time loans for commercial business 
purposes, discount negotiable paper, and make collections. 

Savings banks, which are designed to promote thrift, 
afford a place where the investor of small amounts may 
deposit his savings and receive a moderate rate of interest. 
Savings bank accounts are not, ordinarily, subject to pay¬ 
ment by check. The depositor may, however, withdraw 
cash from his savings account. 

Trust companies were originally organized to act as 
trustees and administrators of estates, but gradually have 
included the services offered by commercial banks. 

Your relation to the bank consists in depositing money 
with the privilege of drawing on that amount for necessary 
payments or investments. 

Terms Defined 

Concerning the bank and its relation to you and to the 
community, certain terms with which you must be familiar 
are frequently used: 

A depositor is a person, firm, or organization having an account 
with a bank. 

A deposit is made up of any funds placed in the bank to the 
credit of the depositor. Banks deal with savings or thrift deposits, 
which are not subject to check, and with those deposits which are 
subject to check. 

A check is a written order, addressed to a bank by one of its 
depositors, to pay to the person named therein a specified amount. 

A personal check is the usual check drawn by an individual 
and carries with it only the personal guarantee of the drawer.. 


Interior of a Modern Bank 



7 





















8 


APPLIED OFFICE PRACTICE 


A counter check is a blank check provided by the bank for 
the convenience of a depositor who finds himself obliged to make 
a withdrawal without his check book. Such withdrawal should 
be promptly recorded by the depositor on the stub of his check 
book. 

A certified check is a check which has been certified by the 
bank. This means that the cashier or the paying teller has written 
or stamped across the face of the check “Certified” or “Accepted,” 
and signed his name. The amount of the certified check is im¬ 
mediately deducted from the drawer’s account. A certified check 



is often required in transactions where an ordinary check is not 
considered sufficiently secure, such as the buying of real estate, 
the settlement of a mortgage due, and in any financial trans¬ 
action where the equivalent of cash is necessary. 

, A voucher check is used by some business houses. It has a 
blank space on the face for filling in the special purpose for which 
the check is issued. For example: Rent of store, October 19—. 
The indorsement thus becomes a definite receipt for the particular 
bill which is paid by the check. 

A cashier’s check is an order on a bank signed by the cashier 
of the bank. To obtain such a check, you, as a customer of a 
commercial bank, would exchange your personal check for one 
issued by the bank. It is like a bank draft and, like a certified 
check, is employed when the security afforded by an ordinary 
check is likely to be deemed insufficient to enable it to pass in 
business transactions. Banks also use the cashier’s check to pay 
their own bills. 









EVERYDAY FINANCE 9 

The maker of a check is the person, firm, or organization that 
signs it. 

The drawer is the person who draws or makes a draft or check. 

The drawee (payor) is the person (bank) directed to make the 
payment on a draft or check. 

The payee is the person, firm, or organization in whose favor 
the check or draft is drawn. 

The receiving teller is the person designated by the bank to 
receive deposits. 

The paying teller is the person designated by the bank to cash 
checks presented for payment. 

An indorsement is the writing which is placed on the back of 
the check to transfer title or ownership. 

The pass book is a book in which deposits are recorded by the 
bank. After you have presented the deposit slip and the deposit 
to the receiving teller, he will verify the deposit with the amount 
shown on the slip, and will enter the amount in a small book 
called the pass book, which he will return to you. The amount 
for which you have just received credit in the pass book will then 
be placed to your credit on the books of the bank. 


STUDENT TRUST COMPANY 

--- NEW YORK CJ 



THIS LETTER SHOULD BE KEPT SEPARATE FROM THE LETTER OF CREDIT. 


Identification Slip for Letter of Credit 












10 


APPLIED OFFICE PRACTICE 





ty/r ooooo 


V/zt/Zz ms >* 


'/fr Zzy Zz Of/j'f fZztzz /■ //' // 

S%Z 

// z/t/fizr/Zlz i/f/// y/ 

mmmj, 

nplfffs/? ip j/zttzz zz/j 
4 Z/tf ZfZtZ z///fft Z/Z /: 

fi^M/4' M. WZ*t " * • •- ; 

^SvPAI Y, Z/zzrZZ/yZ: ZMzzZ/ztzf 
ty&fiZz/t/ zzZzzzAzr/r zz Z/zzziyzZzz/ 

<f:$*«//'^trs/trzZ/l Am Z/zzfzr 
- //V Z"r’z; Z"/(f/ 

* h z/z/zz //;/ rtZ/ytt/zz/f, 


ft /• // >v /y y/V a // /■/// ///, 

/AML f* i t- i ?: iii ?/- 

//; zz/zzz/z I r/rzzZ /rfi/tzjjti 
jzzfizi/zz/tfffry/Z/ltfi Zzr rtft 
|gy yy: • ^tf\/ztj/t/tA oz/t/fj 
z/j/atttfZf/rtfi/j //V SfUDjEK 


ZZtyz ftzf //zf ,/tf/-ft/ffZ f 

z rz/Z/z//ft.y ffZZttz /A 

y; - ■ 

ZZyt/ffil/zWfi/zjy 
// V Ztzzt >' WH y£//// / / 


* yty/trtftt. 


ZZ/uj Z/Y,/tZo tl/zAfir, /f/f/zZ 

illsil n 

'..s'. ZZ'/ 'y '.'""""t ,f 


Letter of Credit — Front 


A deposit slip is a memorandum of the exact deposit in coin, 
bills, and checks, which is given to the receiving teller with the 
deposit. 

An identification slip is a sheet of paper or a card on which 
appears the signature of the holder of the letter of credit. On 






















EVERYDAY FINANCE *11 

this identification slip the proper officers of the issuing bank 
certify that the signature is genuine. 

When money is to be drawn against a letter of credit, a draft 
must be drawn against the issuing bank. The signature on the 
draft must agree with that on the identification slip. The amount 
of the draft is then indorsed on the letter itself by the bank 
official who honors the draft, i.e.j pays the money against the 
letter of credit. 

A letter of credit is a letter from a bank or bankers, addressed 
to their agent, either at home or in a foreign country, certifying 



Letter of Credit — Back 


that the person named therein is entitled to draw on the bank up 
to a certain sum. The amount advanced is charged to the account 
of the person named in the letter. 

A traveler’s check is a miniature letter of credit. These checks 
are issued in various usable amounts. Private banks, national 
banks, state banks, The American Express Company, tourist com¬ 
panies, steamship companies, and other agencies issue these checks 
for the use of people traveling in a foreign country or in different 
parts of this country. Each check is made out for a definite amount 
and is accepted in payment for accommodations or for merchan¬ 
dise. The purchaser places his signature on each check when 
it is bought and countersigns it in the presence of the person 
cashing it. 




























12 


APPLIED OFFICE PRACTICE 



muM on mm iooito in nu» m urn ms un mb sum HoounivoQ 


A draft is an order 
drawn by one person on 
another for the payment 
of money to a third per¬ 
son. When the drawer 
makes the draft payable 
to himself, we have a 
two-party draft. It is 
generally payable at a 
bank or at some other 
financial agency. 

A bank draft is an 
order drawn by one bank 
upon an out-of-town 
bank. It is used in mak¬ 
ing remittances from one 
part of the country to 
another when it is inad¬ 
visable to use an ordinary 
check. It is purchased 
from the bank upon pay¬ 
ment of either money or 
check. It is usually 
drawn to the order of 
the purchaser, who, in 
turn, indorses it to the 
person or firm for whom 
it is intended. 

A time draft is a draft 
which is payable after a 
certain stated time. 

A sight draft is one 
which should be paid as 
soon as it is presented. 

A bill of exchange is 
a draft payable in a 
foreign country. 

A trade acceptance is 
a draft which originates 


























EVERYDAY FINANCE 


13 


in the sale of merchandise. For example: On January 14, 19—, 
William Jones & Company, of 1200 Fifth Ave., New York, 
bought of Smith, Brown & Company, New York City, a quantity of 



hardware. The sale amounted to $1000. The goods were sold 
with the understanding that payment was to be made on March 10, 
19—. Before the goods were shipped Smith, Brown & Company 
wrote the trade acceptance which is pictured below. 



Trade Acceptance 


It will be observed that the goods were to be paid for on 
March 10, 19—. The acceptance was made payable to the order 
of Smith, Brown & Company as is indicated by the expression, “ To 






























14 


APPLIED OFFICE PRACTICE 


the order of ourselves.” On January 14 this trade acceptance was 
presented to William Jones & Company, and they accepted it. 
They filled in the date, January 14, 19—, place of payment, 
Institute State Bank, and the location of the bank, New 
York, N.Y. They then signed the name, “ William Jones & Com¬ 
pany.” It will be noted that across the middle of the trade 
acceptance there is printed the following statement: 

“The obligation of the acceptor hereof arises out of 
the purchase of goods from the drawer. The drawee 
may accept this bill payable at any bank, banker, or 
trust company in the United States which such drawee 
may designate.” 

The acceptor acknowledges that he bought $1000 worth of mer¬ 
chandise from Smith, Brown & Company on January 14, and 
that he is to pay for it on March 10. 

This is very strong commercial paper. It is based on the 
actual purchase of goods. Such paper has greater value in the 
eyes of banks than has a promissory note or even an ordinary 
draft. This acceptance may be discounted in the same manner 
in which a promissory note may be discounted. 



A banker’s acceptance is a useful way of transmitting large 
sums of money. In the transaction indicated above, G. L. Jones 
& Company, Inc. wished to send $25,000 to Henry Webster of 
29 Park Avenue, Los Angeles, California. The company did it 
in this manner: It took a banker’s acceptance blank. This pay¬ 
ment was not to be made immediately. It was to be made in 90 














EVERYDAY FINANCE 


15 


days. Consequently, G. L. Jones & Company wrote on the bank¬ 
er’s acceptance or draft “Ninety days after sight pay to the order 
of ourselves $25,000.” The drawee here is the Student Trust Com¬ 
pany. The amount of this acceptance is to be charged to the ac¬ 
count of G. L. Jones & Company, who have deposited funds in the 
Student Trust Company. As soon as this draft was filled out it 
was presented to the bank for acceptance. The bank wrote on it: 

Accepted 04796 - June 2, 19— 

Student Trust Company 
Harry Snedecker Vice President 

G. L. Jones & Company now wrote the following indorsement 
on the acceptance: 

Pay to the order of Henry Webster, 

G. L. Jones & Co., Inc. 

G. L. Jones, Pres. 

The $25,000 is now payable by the bank to Webster. The 
acceptance is mailed to Henry Webster, who discounts it at his 
bank. Webster’s bank will not hesitate to discount an acceptance 
of a first-class bank. This paper, then, is better than a promissory 
note, a draft, or a trade acceptance. The expression “ninety days 
after sight” means that the acceptor agrees to pay the amount 
indicated 90 days after the draft is presented for acceptance. 
The draft was presented on June 1 and the bank accepted it on 
June 1; hence “sight,” in this case, means June 1. The 90 days, 
then, are to be computed from June 1. The acceptance is payable 
by the bank on August 30. 



Promissory Note 












16 


APPLIED OFFICE PRACTICE 


A promissory note is an unconditional promise in writing made 
by one person to another, signed by the maker, promising to pay 
on demand, or at a stated or determinable future time, a fixed sum 
of money, with or without interest. 

A straight note is used when a man’s net worth and business 
standing are such that the bank will lend him money without 
questioning his security. A bank will sometimes lend money on 
the unsupported note of the borrower. The bank will do this 
because it knows the man and has confidence in him.. Besides 
this, he has been a successful business man, he has been a de¬ 
positor for years, he has maintained a satisfactory balance, and 



he has never overdrawn his account. The reputation of this man 
is such that the bank places confidence in his willingness and his 
capacity to pay the loan when it becomes due. 

An indorsed note is used when the banker desires, in addition 
to the responsibility of the maker of the note, the added responsi¬ 
bility of some person in whom the bank has confidence, who will 
consent to indorse the note. 

A collateral note is secured by: (a) Warehouse receipt, which 
means that the maker of the note pledges certain merchandise in 
warehouse, or (b) stocks or bonds, which means that the maker of 
the note pledges specific stocks or bonds. 

A negotiable instrument is, therefore, any check, bill of ex¬ 
change, draft, promissory note, or written security which is 
capable of being transferred by indorsement. In its widest sense, 
a negotiable instrument is any writing which is dated and signed 















EVERYDAY FINANCE 


17 


X? 




Student Trust Company 


has received from 
- the sum of 


--——-_ dollars 

in current funds, upon which the scud Company willallow interest at the annual rate of 

- per Cent. Com this date, and on _ u,Mpay the like 

amount in current funds, with interest, to _ 


--—---- or assigns, 

upon the surrender ofthis Certificate, which is assignable only on the Boo/cs ofthe Compang. 
The " ' 


on this Certificate or paa/ the principal upon five dags notice being given personally, or 
through the mcul, directed to the address last recorded on the Books of this Company. 


$ 


Certificate of Deposit — Negotiable 


Student Trust Company 



Certificate of Deposit — Non-negotiable 


by the maker and contains an unconditional promise or order to 
pay to another or to his order, or to bearer, a given sum of money 
either on demand or at some determinable future date. 

A certificate of deposit is a receipt given by a bank for money 
deposited. It states that the amount named in the receipt has 
been deposited and that the amount may be withdrawn upon the 
surrender of the certificate properly indorsed. These certificates 






























18 


APPLIED OFFICE PRACTICE 


may be negotiable or non-negotiable. Checks may not, however, 
be drawn against this kind of deposit. It is generally used for the 
purpose of depositing funds temporarily for safekeeping and 
usually bears interest. 

A safe deposit box is a small compartment in a bank vault. 
Banks rent such boxes to persons who wish to keep valuable 
papers and jewelry safe from danger of loss by fire or theft. 

A voucher is any instrument or writing in proof of the payment 
or receipt of money, or of other monetary transactions. 

A bond may be either: (a) A long-time promissory note, or 
(b) a formal written agreement signed and sealed, which evidences 
the obligation of the maker to pay money, either absolutely or 
conditionally. Bonds come in two forms: registered and coupon. 

Honored is the term used when the drawee (the one who is to 
accept or pay) accepts or pays (as required) a bill of exchange 
(draft) on presentation to him. 

Dishonored is the term used when acceptance of a bill of 
exchange (draft) is refused on presentation, or when payment of 
a bill of exchange or promissory note is refused at maturity. 

To discount a note is to obtain money for it before it is due. 
Interest is charged by the bank for this accommodation. This 
type of interest is called bank discount. 


Individual 

Account 



To STUDENT TRUST COMPANY, NEW YORK 

Office 


iKUSi COMPANY, 




19 — 


Below please find my signature which you will recognize in payment of funds 
or the transactions of other business on my account. Checks will be drawn only 
upon your Office named above. 


You are authorized to mail each month my statement and cancelled vouchers. 
If no exceptions are reported by the fifteenth of the following month the account 
will be considered correct. 


Signature 





Identification Card — Individual 







EVERYDAY FINANCE 


19 


TYPE TITLE OF ACCOUNT 


JOHN SMITH & COMPANY 


TYPE NAME AND TITLE 

AUTHORIZED SIGNATURES 

MR - ; CAUTION: RULE OUT SPACES NOT USED. 

John Smith, Chairman of Board 

WILL SIGN 



Harry Smith, President 

WILL SIGN 


MR. 


Walter Brown, Vice President WIU SIGN 



MR. 


Martin Rice. Treasurer WILL SIGN 

MR. 


Thomas Kelly, Secretary 

MR. 


WILL SIGN 


William Bates, Asst. Secretary 


THE_SIGNATURES WRITTEN ABOVE ARE OUR DULY AUTHORIZED SIGNATURES WHICH YOU 

INSERT NUMBER 

WILL RECOGNIZE IN PAYMENT OF FUNpS AND THE TRANSACTION OF OTHER BUSINESS FOR OUR 
ACCOUNT. 

DATED-- Dec.19 193 0 ____ 

AUTHORIZED OFFICIAL 


STUDENT TRUST COMPANY 


ACCEPTED 


Identification Card — Corporation 


Your Relation to the Bank 


Opening an account. If you 

desire to open an account, you must 
satisfy]the bank as to your character 
and responsibility. This is done 
through securing an introduction to 
the officials of the bank by someone 
personally known to them. If the 
bank is satisfied with your creden¬ 
tials, the account is opened and you 
are then required to give the bank 
a specimen of your signature, ex¬ 
actly as you will write it on your 
checks. This is done by signing 
your name in a book kept for the 
purpose and by filling out a card 
which is filed away. 

Having opened an account, fill 
out a deposit slip. Put your name 


DEPOSITED BY 




THE STUDENT BANK 

JfewYorkO^=^i 


nnltl 


' Dollars 

Cents 

Silver 


/<£ 

// 

Bills ,:_ 


3 2:, 


(Thetka 



*7 



133 


- J 

r 






t 3 2 







































CHECKS CREDITED SUBJECT TO-PAYMENT 


Deposit Slip 






































20 


APPLIED OFFICE PRACTICE 


at the top of the slip under the heading, Deposited By and 
fill in the date. List separately each item of deposit, indi¬ 
cating the money as it is classified on the deposit slip. 

The indorsement of checks. Before accepting for de¬ 
posit the amount of a check received by you, or before 



A. Name of payee E. Signature of maker 

B. Amount of check — written out F. Clearing number 

C. Amount of check in figures G. Check number 

D. Wavy line to prevent raising H. The date 

paying the amount called for, the bank requires two things: 
(1) A properly made out check and (2) a proper indorse¬ 
ment. 

Indorsing checks. The place for the indorsement is the 
back of the check across the left end, just below the edge. 
The indorsement serves as a receipt from the payee to the 
bank. It also places obligation upon the payee for the 
amount of the check, so that, should the check be worthless, 
the bank will not be the loser. 

The name in the indorsement should be written exactly 
as it appears on the face of the check. Should the payee’s 
name be written incorrectly on the face of the check, he 
should first indorse as written, and then, underneath, make 
a correct indorsement of his name. 

For example: Stewart L. Samson has received a check on 
which the maker has written his name as Stewart L. Sampson. 













EVERYDAY FINANCE 


21 


The indorsement should therefore read: Stewart L. Sampson, 
and underneath, the full name should be correctly spelled. 


There are several forms of indorsement. For our pur¬ 
pose, the most important are: 


Harry Jones 


Indorsement in Blank 


Pay to the order of 
Frank Jones 
John Wilson 

Indorsement in Full 


Pay to the order of 
Students National Bank 
for deposit 
John Jones 


The restrictive indorse¬ 
ment is often shortened 
into the following form: 
For deposit in 
Students National Bank 
John Jones 


Restrictive Indorsement 


Regarding checks. — 1. See that all parts of the check 
are written legibly. 

2. Fill out the stub first, with the number of check, date, 
name of payee, amount, and the purpose for which the 
check is drawn, then fill out the check and carefully com¬ 
pare. 

3. Use pen, never pencil, in writing checks. Some 
business houses use the typewriter for filling in all but the 
signature. 

4. Never erase. Destroy a check on which you have 
made a mistake. 

5. Never sign a blank check. 

6. Do not write titles, such as Mr., Mrs., Miss, or Dr., 
before the name of the payee. 

7. Never write only the last name of the payee preceded 











22 


APPLIED OFFICE PRACTICE 


by such title as Mr., or Mrs. The initials or the full name 
should be given. 

8. Be sure that the amount shown in writing agrees 
with that expressed in figures. In case of a discrepancy, 
the amount expressed in writing is the amount payable. 



AMOUNTS DRAWN 

r .. <?. ^ _ 


32 




7 ^ 

No 223 b - p ATJ r ^ 3 - - 19 - 

CAX/nB „ c 22/* 



For ^ 23 3 73 c 


//3 

7 ^ 

Nn 375 7 Date ^ 19 - - 



r AX/no nc /t/2 


3 


Frxo 




Total Checks Drawn 

STUB NO. 3 



72 = 


Check Book Stub — Showing Withdrawal 


Date 19 DEPOSITS _ _ 

. . Balance Brought Forward 

3 

'Z'lL 


XQjljl. 

3 

2/ ^ 


/ <73 

>7 > 


3 

(2, -l/ 


/ 

2*7 

7/ 



*42$. /SlLaoL^ 



r 



















Deduct Checi 

. Total Deposits 

<s Drawn, Nos. 3~33 1 373 2 A 3~ 3 7 

3 

/ v 5 \ 5 " 



Balance Forward 

3 

<2<7 3 

*7 


Check Book Stub — Showing Deposits 


9. Keep your canceled checks. They are lawful receipts 
and may prove serviceable. 

10. Regularly reconcile your balance in the check book 
with the balance shown by the bank statement. 

11. If a check which you have issued is lost, commun¬ 
icate with your bank immediately. Report the number of 
the check, the date, and the name of the person in whose 


















































EVERYDAY FINANCE 23 

favor it is drawn. Request the bank to stop payment upon 
such check. 

12. Cash checks promptly. 

As it is important, at times, that you should know the 
different items that make up a certain deposit and their 
amounts, after filling out the deposit 
slip, see that a careful copy of it ap¬ 
pears on the stub of the check book. 


The Bank’s Responsibility 
to You 

Balancing a bank account. The 

bank issues a formal statement show¬ 
ing the deposits which have been 
made, the amount of withdrawals, 
and the balance. The bank sends 
with this statement all canceled 
checks, notes, drafts, and other 
vouchers which it has paid for the 
depositor since the last statement 
was issued. Some banks do not issue 
formal statements. In this case, you 
must leave your pass book periodi¬ 
cally with the bank to be balanced. 

The bank will verify and total the deposits made since the 
last balance, subtract the total of all checks paid for your 
account for the same period, and bring down the new bal¬ 
ance. The pass book, together with the canceled checks, 
will then be returned to you. 

Reconciling the statement. On November 1, 19—, you 
received from your bank a statement of your balance. This 
statement showed a balance of $698.31. On examining 
your check book you found the balance to be $498.31. 
Obviously, there was a difference of $200.00. This differ¬ 
ence was accounted for by these two facts: 



Check Book Stub —• 
Company 






















24 


APPLIED OFFICE PRACTICE 


1. There was an outstanding check for $150.00. 

2. Your check book failed to show the record of a deposit 
of $50.00. 

When these two facts were taken into consideration you 
were able to reconcile your check book balance with the 
balance indicated on your statement from the bank. The 
steps to be taken in reconciling these two balances are 
indicated in the reconciliation form. 


KEY 

CM — CREDIT MEMO 

ND — NOTE DISCOUNTED 

CL — COLLECTION 

IN — INTEREST 

EC — ERROR CORRECTED 

RT — RETURNED ITEM 

CC — CHECK CERTIFIED 

DM — DEBIT MEMO 

EX — EXCHANGE 

LST — TOTAL AS PER LIST 


James R. Henry 
106 West 168th St. 
New York, N.Y. 

IN ACCOUNT WITH 

STUDENT TRUST COMPANY 


23 West Street 


New York 



DATE 

CHECKS 

DATE 

CHECKS 

DATE 

DEPOSITS 



BALANCE FORWARDJ8gr> 

Sep 30 

659.82 

1 

Oct 

1DM 

515.00- 



Oct 

2 

459.78 

2 

Oct 

4DM 

975.00- 



Oct 

3 

474.96 

3 

Oct 

7 

1,235.00- 



Oct 

4 

2,467.10 

4 

Oct 

9 

4.85- 



Oct 

14CM 

1,145.60 

5 

Oct 

9 

108.69- 



Oct 

17CL 

8,250.00 

6 

Oct 

11 

8.56- 



Oct 

22 

730.00 

7 

Oct 

14DM 

1,101.63- 



Oct 

25 

10.80 

8 

Oct 

16 

85.DO- 



Oct 

25 

360.00 

9 

Oct 

16 

41 . 15- 



Oct 

26CM 

2,189.88 

10 

Oct 

17 

8,373.75- 



Oct 

30 

500.00 

11 

Oct 

24 

150.00- 






12 

Oct 

25 

124.55- 






13 

Oct 

26 

200.00- 






14 

Oct 

29 

523.45- 






15 

Oct 

29 

1,200.00- 






16 

Oct 

31 

1,900.00- 






17 

Oct 

31 

3.00- 







Oct 31, 19—BALANCE_ 698 • 51 






















EVERYDAY FINANCE 


25 


RECONCILIATION 


BALANCE FROM STATEMENT 

$ 

698 

31 

OUTSTANDING CHECKS 




NO- 

AMOUNT 

329 


150 





























































Total Outstanding Checks 





150 


Which Deduct From 







Balance Shown Above 








BALANCE 

$ 

548 

31 


Balance as per Stub of Check Book . 

Deposits Credited by Bank not on Check Book. 


{If Any ) 


Total 


$498.51 
$ 50 


$548.51 


Procedure 

1. Compare checks with statement. Sort them numerically or by 
date and compare with check book stubs. 

2. List outstanding checks and deduct the total from the statement 
balance. 

3. Compare deposits on statement with deposits on check book. 

4. Add to balance in check book deposits or other items (e.g., interest 
on deposits) which do not appear in balance in check book. 

5. If, after doing the above, your statement balance does not prove 
with your check book balance, consult the bank officers. 





































































26 


APPLIED OFFICE PRACTICE 


Systematic Saving 

Money is deposited in a savings account in much the same 
way as in a checking account. The signature card must be 
filled out with the name and the address of the depositor in 
order that the proper record of the account may be kept. A 
pass book is given in which information is recorded concern¬ 
ing deposits, interest earned, and any withdrawal of money. 

Money earned for the use of money is called interest. 
Leaving the original sum in the bank and allowing the 
interest to accumulate will increase the earning capacity 
from year to year. The interest that results from this proc¬ 
ess is called compound interest. 

Assume that we deposit $1000 in a savings bank. Let 
us suppose the rate of interest to be 4%, compounded 
quarterly. At the end of three months the bookkeeper 
computes our earned interest — $10. We now have $1010 
which is earning interest. At the end of the second three 
months’ period our interest earned is again computed. This 
time we earned $10.10. We now have $1020.10 earning 
interest. At the end of the third three months’ period we 
will have earned $10.20. Our original $1000 has now grown 
to $1030.30. The interest we receive from this process is 
called compound interest. 

Systematic saving enables one to accumulate capital and 
to prepare for emergencies. It is only ordinary prudence 
to set aside a certain proportion of one’s income for the 
necessities of life and a certain proportion for investment 
and saving. This apportionment of income is called 
budgeting. 

Individual and family budgets are built on a percentage 
basis. A certain proportion of the whole amount is laid 
aside for food; for shelter, which includes rent or taxes, 
interest on mortgages, upkeep of the home and other 
expenses of a similar nature; for operating expenses, which 
include such running expenses as gas and electricity; for 


EVERYDAY FINANCE 27 

clothing, service, education, recreation, church and charity, 
investments, and health. 

Business firms find budgets invaluable in that they help 
to increase profits by stopping unnecessary expense, by 
guarding against unsystematic ways of doing things, and 
by providing plans on which to base expenditures. Through 
the budget, the year’s total required revenue may be esti¬ 
mated and the apportionments scheduled and classified. 
The budget meets fluctuation in business by providing 
funds to pay bills as they come due and by so scheduling 
payments that the demand for money will never exceed the 
amount on hand. 

To be specific, we shall consider the case of a large 
department store. The staff is divided into groups: per¬ 
sonnel, sales, advertising, delivery, stock, receiving, cler¬ 
ical, and building. In each department there is a manager 
with his subordinates. Each manager submits an estimate 
of his requirements for the coming year, both for maintain¬ 
ing his department at its existing standard, and for any 
improvements or expansion he may desire. Each estimate 
is carefully studied and revised by the directors in consul¬ 
tation with the manager. All the estimates are then com¬ 
bined by those persons making the budget. In addition to 
this combined estimate, the budget-makers must take into 
account the fixed charges, interest on the firm’s indebted¬ 
ness, and other expenses, as well as proposals for entirely 
new departments, especially if they entail borrowing. 
This finished budget must receive the approval of the heads 
of the firm, and it is then used as the working plan for the 
next year. 

The value of a budget lies in the fact that, by its use, 
individuals, families, business firms, and governments plan 
for their needs instead of leaving expenditures to chance. 
This planning eliminates the difficulty of never knowing 
until it is too late whether or not there is money enough for 
all legitimate purposes. 


28 


APPLIED OFFICE PRACTICE 


General Questions 

1. How does a bank help the community? 

2. What are the reasons for depositing money in a bank? 

3. How is money paid out when deposited in a bank? 

4. Describe how a checking account is handled. 

5. How does a bank aid people who need money in business? 

6. If you have money invested in goods, stocks, or bonds, 
how can these best be used when you need cash? 

7. What use is made of traveler’s checks and letters of credit? 

8. Describe how a checking account may be opened at a 
bank. 

9. What is the chief purpose of a savings bank? 

10. If you inherited $500.00, in what type of bank would you 
place it? Why? 

11. For what is a deposit slip used? A pass book? 

12. What is an indorsement? 

13. You have certain checks which are to be taken to the bank, 
after indorsement. What is the safest way to indorse them? 

14. Why should checks be dated? Numbered? 

15. Give a reason for a discrepancy in your bank balance. 

16. Upon learning that a check you have issued has been lost, 
what should you do? 

17. What are certified checks? How do they differ from ordi¬ 
nary checks? 

18. What is a bank draft? A promissory note? 

19. Why is a canceled check considered a valid receipt? 

20. What is a budget? What is its value? 

Problems 

I. Check making. 

1. Write a check to Ames Engraving Company for $52.18 in 
payment for engraving done for the school magazine. 

2. Write the payee’s indorsement in blank; in full. 

3. Write a check to Henry A. Mayer for $328 in payment for 
printing the school monthly magazine. 

4. Mr. Mayer wishes to deposit this check in the First 
National Bank. Write his restrictive indorsement. 


EVERYDAY FINANCE 


29 


II. Balancing an account. 

Your checking account has been credited with the following 
deposits: 

Dec. 1 $283.43 Jan. 1 228.00 

Dec. 15 75.00 Jan. 22 27.50 

On Dec. 1 there was a balance on hand of $200. 

Against this account the following checks have been drawn: 


No. 50 

$ 3.50 

No. 51 

73.00 

No. 52 

6.00 

No. 53 

9.00 not returned with statement 

No. 54 

25.00 

No. 55 

17.00 

No. 56 

70.00 

No. 57 

10.00 

No. 58 

50.00 

No. 59 

19.50 not returned with statement 

No. 60 

3.57 

No. 61 

15.00 payment stopped because of 
check 

No. 62 

70.00 


Balance this account. 

III. Comprehensive problem. 

The customers to whom the goods were sold (on pages 13 and 
14) send their checks in settlement. 

1. Take blank checks drawn on the Student Trust Company, 
provided for on page 244, and imagine yourself, in turn, each one 
of the customers. Make out their checks. 

a. Fill in the check form. Number the checks. Vary the 
dates, using any days of last month between the 10th and the 
20th. 

b. Sign the checks, .using the customers’ names, omitting any 
title prefixed to the name. (Where a married woman’s name is 
not known, her husband’s name prefixed by "Mrs.” may be used.) 

2. Take the ledger sheets showing the accounts of these cus¬ 
tomers and credit the accounts with the checks. 

3. Record the receipt of the seven customers’ checks on the 
check book stub of Brown and Wallace, showing balances. 


30 


APPLIED OFFICE PRACTICE 


4 . Indorse for deposit the checks received from Mrs. James M. 
Ferris, Mrs. Mary A. Robinson, and Mrs. Roy L. Babcock. 

5 . Make out for Brown and Wallace a deposit slip, dated the 
21st of last month, covering these three checks, $227 in bills, and 
$58.45 in coin. 

6. Brown and Wallace receive from their bank a statement 
showing their balance on the last day of last month, together with 
a record of deposits made and checks charged for that month. 
The checks drawn in favor of The Eureka Mfg. Co., Providence, 
R.I., and Douglass, Washburn and Co., Reading, Pa., in settle¬ 
ment of invoices 575 and 584 (pages 254 and 255) are still out¬ 
standing. What is the balance as shown by the bank statement, 
taking into consideration the cash deposit of Question 5? 

IV. Budget making. 

A. Make a yearly budget for yourself. You are not living at 
home. You are earning $24 a week. 

Allow 55% for your shelter and food. 

Allow 20% for your clothing (including laundry and repairing). 

Allow 15% for recreation, education, and health. 

Allow 10% for savings. 

B. Using the apportionments of Problem A, work out a monthly 
budget. 

C. 1. Make a yearly budget on your income of $3120. 

Allow 50% for shelter, operating expense, and food. 

Allow 20% for clothing. 

Allow 15% for advancement. 

Allow 15% for savings. 

2 . What will your weekly apportionment be? 

D. 1. For each of the incomes indicated above, compute the 
percentage which is allocated to savings, clothing, operating 
expense, and advancement. 

2 . What will the weekly apportionment be for food, shelter, 

and operating expense on an annual salary of $2400? $3600? 

$4800? 

3 . If the cost of food, shelter and clothing becomes lower, what 
changes would probably be made in the budget estimates sug¬ 
gested above? 


EVERYDAY FINANCE 


31 


E. The following budget plan may help you in making up your 
own estimates. As the cost of living varies considerably in dif¬ 
ferent sections of the country, these figures are merely suggestive. 
However, they do represent actual experiences and also come 
within the range of statistics on living costs. 


Monthly Income 
Number in Family 

$ioo 

1 

$150 

1 

$150 

2 

$200 

3 

$200 

4 

$250 

4 

$300 

4 

$400 

4 

Shelter 

25 

37.50 

36.00 

50.00 

50.00 

62.50 

75.00 

100.00 

Rent 

Taxes 

Int. on Mtge. 
Upkeep 









Food 

30 

45.00 

30.00 

40.00 

40.00 

45.00 

54.00 

72.00 

Clothing 

20 

30.00 

24.00 

32.00 

32.00 

40.00 

45.00 

60.00 

Advancement 

15 

22.50 

21.00 

28.00 

28.00 

35.00 

39.00 

52.00 

Church 

Charity 

Education 

Health 

Recreation 

Travel 









Savings 

10 

15.00 

16.50 

20.00 

20.00 

30.00 

42.00 

60.00 

Life Insurance 
Savings Account 
Investments 
Permanent Home 
Equipment 









Operating 



22.50 

30.00 

30.00 

37.50 

45.00 

56.00 

Gas 

Electricity 

Telephone 

Service 

Ins. other than 
Life 

Replacements 









Total Income 

$100 

$150 

$150 

$200 

$200 

$250 

$300 

$400 















CHAPTER III 


THE TELEPHONE 

To the Instructor: After class lessons on the proper use of the 
telephone, and an explanation of the various directories and the dif¬ 
ferent hinds of services have been given, numerous practical exercises 
may be devised. 

If the school building is served by a private branch exchange 
switchboard, extension telephones may readily be installed in the 
classroom and calls made from one to the other, the connections being 
made by the regular switchboard attendant. Otherwise a small cord¬ 
less type of private branch exchange, with several extensions, may be 
installed in the classroom. 

Arrangements for the installation of any necessary equipment 
may be made with the telephone company, whose suggestions in this 
matter will be found helpful. If desired, the company will send a 
representative to a session of the class to demonstrate good telephone 
usage and to answer questions. 

Students should be given turns at the telephone in groups of three: 
one to act as the operator; one, the person calling; and the other, as the 
person called. While any two students are thus engaged, the rest of the 
class may act as critics, giving suggestions for improvement, or com¬ 
mendation. Different groups should be chosen until all have taken 
active part. The students in each group should rotate so that each has 
an opportunity to give calls and to receive calls. 

The telephone directory used in the office practice class should be 
the local directory. In the case of large cities which have more than 
one directory, the classroom should be provided with copies of each 
kind: local, suburban, and classified. Students should become 
acquainted with these directories. They should be assigned lists of 
names in order that they may gain facility in locating quickly and 
accurately the telephone numbers of business houses and individuals. 
They should make use of the classified directory in order to become 
familiar with its arrangement and special usefulness. In smaller 
cities the classified directory is often included as a section of the 
general directory. 


32 



Central Telephone Office — Manual Type 

33 















34 


APPLIED OFFICE PRACTICE 


The front pages of the directory will he found of great practical 
value. They describe the use of the directory itself, explain how to 
make the various kinds of out-of-town calls, give rates on toll and 
long distance calls, and, in short, provide information on all the 
usual matters connected with telephone use and relations with the 
telephone company. 

The general plan of the work should familiarize students with all 
ordinary procedure: speaking directly, speaking for another person, 
receiving messages, handling the switchboard, understanding different 
types of calls, using the directories with intelligence. The work 
should correlate with civics, with English, and with certain other 

phases of the office practice 
work with which this vol¬ 
ume deals — telegrams and 
cablegrams, filing, and 
handling the mail. 

The universality of 
the telephone. There 
is no tool of communi¬ 
cation more commonly 
and universally used 
than the telephone. Al¬ 
though it is little more 
than fifty years since 

The First Telephone Instrument ■, a 

speech was first trans¬ 
mitted through this instrument, telephone communication 
has expanded and developed until it has become not only 
nation-wide, but continent may now talk with continent 
by the combined use of land wires and radio. In fact a re¬ 
cent advertisement states: 

YOU CAN NOW TALK 
from your home or office telephone 
to the LEVIATHAN 
MAJESTIC * * * * OLYMPIC 
HOMERIC 
at sea 







THE TELEPHONE 


35 

indicating that from the home or office telephone, direct 
conversations can be carried on with passengers aboard 
these steamers while at sea. The web of wires stretching 
across the continent, and the accessibility of the instrument 
in remote places have associated manufacturers and trades¬ 
men in a world market. 

No matter in what office you are employed, you will find 
a telephone. It may be your business to place and answer 
calls, to send and receive messages, and to perform a 
variety of other duties through its use. Your duties may 
be direct — taking orders from customers, adjusting difficul¬ 
ties, answering queries, relieving your executive of as much 
of the routine business as you can. You may be merely an 
intermediary between your employer and his business 
contacts. Either way, every telephone connection that 
you make is an opportunity to make a friend or an enemy 
for your firm to create a positive or a negative impres¬ 
sion. The following general information is essential, 
therefore, by way of introduction to an important feature 
of business practice. Your value to business and personal 
progress in it depend in no small part on the intelligent use 
of the telephone. 

Directories 

The telephone directory. The names of telephone sub¬ 
scribers in any general locality are listed alphabetically in 
a directory, with the telephone number following each 
name or each name and address. The telephone company 
supplies a copy of this directory to each telephone sub¬ 
scriber in the locality. New telephone directories are 
issued periodically — in the case of large cities approxi¬ 
mately once every six months — so that the listings may be 
kept up to date. The directory makes it possible to find 
numbers quickly and to place the calls for them accu¬ 
rately. 

The first step in starting a telephone call is to consult 


36 


APPLIED OFFICE PRACTICE 


the directory to make sure that you will call the correct 
number. There are two reasons for this suggestion — the 
changes and additions made in each issue of the directory, 
and the fact that memory often plays us false in the mat¬ 
ter of numbers. 

It is a wise practice to keep a special alphabetical list of 
the names and telephone numbers most frequently used. 
These lists may be attached to the desk or to the wall so 
that they are easily accessible. They should be revised from 
each new issue of the directory, and any change of number 
indicated at once upon them. A list of this character is a 
great timesaver, as it is difficult to remember a long list of 
numbers, and constant reference to the directories is an ir¬ 
ritating and slow process. 

If you cannot find the desired number in the latest issue 
of the proper directory, ask the central office operator for 
Information . When this operator replies, give her the name 
and the address of the desired person and ask for the num¬ 
ber. For example: “Will you please give me the number 
of Mr. John Doe, 46 White Street?” 

The information operator does not put through the con¬ 
nection. After you have noted the number, make the call 
in the usual way. 

The following illustrations show how listings appear in 
the New York City directories: 


Barnes Wm J 145 E 45 .LE xingtn 2-5227 

Barnes Wm R 710 W End av.RI versde 9-3821 

Barnes Wm S books 229 W 29... LA ckwana 4-1768 
Barnes H N Co brkrs 33 Nassau. . .HI tchck 4-0600 

Barnet Tag Co 126 W 13.CH elsea 3-3064 

Barnett A 784 Franklin av.PR ospct 9-2672 

Barnett A L antiques 129 E 57.PL aza 3-1464 

Barnewall H G 285 Longwood av. .IN tervale 9-6393 

Barney C E lwyr 15 Broad.HA novr 2-1080 

Barney’s Dairy 1063 Flshng av. WI lliamsbrg 5-0082 


In addition to the telephone directory of a large city, a 
directory in which are listed the subscribers located in 
the suburbs of that city is provided. 

Here, for example, is shown part of a page of listings from 
the directory giving listings for the sections adjacent to 
New York City: 










THE TELEPHONE 


37 


Wray Geo C r 297 Merick rd.Rock Cen-33-J 

Wray Julia Miss r First Nek la.Southamp-331 

Wray Leslie W r Harvard av.RockCen-2022-M 

Wrede F H r 42 Daisy av.FloralPk-1252-W 

Wreith Fred r Ketcham.Lindhst-383 

Wren James E r 82 Davidson pi.RockCen-1869 

Wrench Jos r Clocks blvd.Amityvil-657 

Wrenn Geo L r First Nek la.Southamp-361 

Wreszin Benj r 467 Oakland av.Cedrhrst-5157 

Wright G A r 111 Lakeside dr.Rock Cen-8181 


In large cities, there is also a classified telephone directo¬ 
ry, either separate or as a section of the regular directory, 
in which are listed persons and firms dealing in the various 
types of service and merchandise which the city affords. 
Accountants, physicians and surgeons, dentists, lawyers, 
and mercantile firms are listed alphabetically under their 
several classifications. For example: 


Stationery 

Reid Charles 4 Depot sq.TU ckaho-1551 

Steam Fitters 

Montovelli Mark 99 Fillmore Yonk. Nepperhan-2865 
Smith Daniel J 395 Main.WhitePls-427 

Steamboats 

Hudson River Day Line Indian Pt. . . . Peekskl-2520 
Hudson River Day Line Pub Dock... .Yonkers-4653 
Lower Hudson Steamboat Co 


Lower Dock.Osning-2602-W 


Steamship Agencies 


Avolio Peter M 45 Rose.NewRoch-2320 

Bambace N 27 Main.WhitePls-2424 

Brennan Steamship Agency 

225 Greenwich av. Grenwch-1216 
Cesario A 51 S Main.Pt Chest-1349-J 


Telephone numbers. A telephone number is made up of 
two general parts — a central office designation and the 
line number of the telephone. The letter J or R or M or W, 
which you sometimes find following the line number, 
ordinarily indicates that the person is served by a party 
line; that is, shares the line with one or more subscribers. 
You will see examples of this in the foregoing illustration 
of listings in a suburban directory. 

There are several plans in use in different communities to 
designate central offices as parts of telephone numbers. 
The plan used in any locality depends on what will provide 





















38 


APPLIED OFFICE PRACTICE 


the greatest convenience and speed of service under the 
local requirements and conditions. 

In many places — Buffalo, for example — each central 
office has a distinguishing name. There you find such a 
number as TU pper-1423, “TU pper” being the central 
office designation. In some other places — Albany, for 
example — the central offices are numbered, the designa¬ 
tion being a numeral, such as “4,” so that the telephone 
numbers in the Albany directory appear as in the following 
illustration: 


Purple C E, r, 218 Whitehall rd.4-9284 

Purrott Irving, r, 426 Sheridan av.3-2573 

Pursen Harry, r, Stop 25 Schtdy rd.6-0341 

Putnam Archie C, r, 78 Herkimer.4-1609 

Putnam Edward V, r, 26 Lindberg av.4-2353 

Putnam Fred R, r, 217 Madison av.3-8255 

Putnam Kittie, r, 98 Central av.3-1037 

Putnam Martha, r, 45 Dongan av.4-9690 

Putney Katherine Mrs, r, 223 Western av.6-1000-W 
Pyper Emmet J, r, 822 Washington av. . . .6-0147-R 
Pyrke B A, r, 29 Euclid av.6-4306 


Another plan is such as is found in New York, as shown 
by the illustration in this chapter. There each central 
office designation includes both a name and a single nu¬ 
meral, as “WO rth 2,” so that a complete telephone num¬ 
ber would look like this: “WO rth 2-7324.” 

When you see, as in the directories for New York and 
other places, more than the first letter of each central office 
designation printed in capital letters, this means that part 
or all of the telephones in that locality are dial telephones. 
In places, such as Albany, where a single numeral is used 
as a central office designation, this also means that the 
local telephones are operated by dial. How these capital 
letters and numerals are used in dial telephone service 
is explained in a later section of this chapter. 

Two Types of Telephones 

Placing calls by voice. In placing calls by voice, give 
each call distinctly in a normal tone. At all times, when 
speaking by telephone, the lips should be about half an inch 














Fart of the Dial Equipment in a Central Station in New York City 

39 




















































40 


APPLIED OFFICE PRACTICE 


from the mouthpiece. Give first the central office desig¬ 
nation, then after a brief pause give the line number, and 
then the party line letter, if there is one. If a number ends 
in two ciphers, use the word, “hundred”; if it ends in three 
ciphers, use the word “ thousand.” Following are examples 
of the proper way to place calls by voice. The longer dashes 
indicate where slight pauses should be made. 


WO rth 2-7324 
Bay Shore 0012 
Main 0678-R 
Hamilton 7800 
Hastings 9000 
New Rochelle 10267 


“Worth-two (pause) seven-three — two-four” 
“Bay Shore (pause) oh-oh — one-two” 

“Main (pause) oh-six — seven-eight — R 
“Hamilton (pause) seven-eight — hundred” 
“Hastings (pause) nine-thousand” 

“New Rochelle (pause) one-oh-two — six-seven.” 


Do not hang up the receiver if you reach a wrong number. 
Move the hook slowly up and down to attract the operator’s 
attention, and when you receive her answer, repeat the 
number. 

The dial telephone. Dial telephones are now in exten¬ 
sive and increasing use. The operation of a dial attached 
to the telephone directs mechanical apparatus in the 
central office, so that local calls are placed without the aid 
of an operator. The dial system does not do away with 
young women operators, because they are still necessary 
to handle out-of-town calls, answer information inquiries, 
and render special assistance. In fact, telephone growth 
continues at such a rate that the extension of the dial 
system only avoids as rapid an increase in operators as 
would be needed with the manual system. 

On the outer edge of the dial, as you will see by the ac¬ 
companying picture, are ten openings, showing in red the 
numbers 1, 2, 3, 4, 5, 6, 7, 8, 9, 0. In addition, in the larger 
cities, the openings from 2 to 9 bear, in black, all the letters 
of the alphabet, except Q and Z. The letters appear in 
groups of three in each of these openings, each three letters 
being in their usual alphabetical order. The opening con¬ 
taining the figure for zero also contains the word, Operator. 


THE TELEPHONE 


41 


The dial code. In places where central offices have 
names, the office designation is indicated for dialing pur¬ 
poses by an abbreviation, or code. This code is shown by 
the way the number appears 
in the directory. The first 
two or three letters of each 
central office name are 
printed in capitals. These 
letters are the code. 

In New York, and in some 
other localities, where the 
central office designation in¬ 
cludes both a name and a 
numeral, the first two letters 
of each office are in capitals. 

These, with the office nu¬ 
meral, form the dialing code. 

For example, the code for 
the central office in New York named WO rtln 2, is W-0-2. 

Placing calls by dial. There is nothing complicated about 
the use of the dial telephone. Here, however, as in call¬ 
ing by voice, careful attention to a few simple rules is 
important. 

Before attempting to make a call on the dial telephone, 
first look in the telephone directory to obtain the correct 
number, unless you are absolutely certain of it. Be sure 
that the number is in your local service area, because a 
different method is followed in calling points outside that 
area. You can ascertain this by noting whether the num¬ 
ber appears in the local directory listings, or whether the 
central office designation is shown in the list of local central 
office districts, in the front of the directory. 

Suppose, for example, you are calling BR yant 9-3146, 
in New York. From the way this is printed, you see 
that the dial code is B-R-9. Accordingly, you are to dial 
B-R-9 — 3-1-4-6. 



Finger Plate of a Dial Telephone 

The number card occupies the 
center. 


42 


APPLIED OFFICE PRACTICE 


1. Lift the receiver from the hook and listen for the dial tone — 
a steady humming sound. 

2. Keep the receiver off the hook while dialing. 

3. When you hear the dial tone, place your index finger in the 
hole in the dial in which the letter B is seen. 

4. Pull the dial around — in the same direction the clock hands 
move — until your finger strikes the finger stop. 

5. Remove your finger and, without touching the dial, let it 
return by itself to its rest position. This return movement of the 
dial transmits the electrical impulses which guide the central 
office apparatus in dispatching your call. 

6. Proceed in the same way with the letter R, and with the 
figures 9, 3, 1, 4, 6, in order. 

If calling a number with a party line letter, dial the 
same way as provided above, followed by the letter at the 
end of the number. 

If you should have any trouble in dialing a call, you can 
secure assistance by dialing Operator. 

Ringing and busy signals. Whether placing a call by 
voice or by dial, there are two helpful signals which will 
indicate the progress of the call. 

One is the ringing signal. It consists of repeated bur-r- 
ring sounds, lasting a few seconds each. It tells you that 
the connection has been made and that the bell of the called 
party is being rung. Give the person you are calling suffi¬ 
cient time to get to the telephone. 

The other is the “busy” signal — a rapid buzz-buzz-buzz , 
quicker and louder than the ringing signal. It tells you 
that the called telephone is busy. Hang up as soon as you 
hear this signal, and place the call again after a few minutes. 

Different Types of Out-of-Town Calls 

Station-to-station call. This is an out-of-town call on 
which you are willing to talk with anyone who answers at 
the called telephone. You call or dial the operator and 
give her your own number and the name of the city and the 


THE TELEPHONE 43 

number you want to reach, and she will make the connec¬ 
tion for you. 

Person-to-person call. This is an out-of-town call in 
which you specify a particular person, a particular depart¬ 
ment of a business, or a particular private branch exchange 
telephone. Call Long Distance, or dial the Long Distance 
number as given in the front of the directory, and give the 
details of the call to the operator, as for instance: “I want 
Chicago, Dearborn 5000, Mr. John Brown,” or “I want 
New York City, Mr. E. J. Jones, at No. 17 West 73rd 
Street,’ 7 or “I want Cleveland, Main 3000, Extension 106.” 
Person-to-person calls cannot be made to nearby out-of- 
town points unless otherwise indicated in the directory. 

Appointment call. This is a person-to-person call, the 
order for which specifies a definite time at which the one 
calling desires to talk with the person called. 

Messenger call. This is a person-to-person call to one 
who does not have a telephone and to whom a messenger is 
sent to call him to a telephone. 

Rates. The rates applying to these various services 
are indicated in the front pages of the directory. Reduced 
rates for evening and night service apply to station-to- 
station calls but not to person-to-person calls. On all 
types of person-to-person calls described above, a limited 
charge, known as a report charge , may apply if the called 
telephone is reached but the particular person desired is 
not available and a report made to the caller to this effect. 

Sending telegrams by telephone. Telegrams, cable¬ 
grams, and radiograms may be filed by telephone with 
either the Western Union Telegraph Company or the 
Postal Telegraph-Cable Company. To do this, call the 
operator in the usual way and ask for whichever of these 
companies you desire. The telegraph charges will appear 
on the monthly telephone bill. If the telegram is tele¬ 
phoned from a public coin box telephone, the charge is 
deposited in the coin box. 


44 


APPLIED OFFICE PRACTICE 


As an aid to accuracy and speed, the telegram should be 
written out before asking the operator to connect you with 
the telegraph company. When the Company replies, state, 
“1 want to send a telegram.” After you have dictated the 
message to the telegraph recording operator, it should be 
put in the office files for record and reference purposes. 

Emergency call. This is a call for help. Call or dial the 
operator, give her your number and say: 

“I want a policeman.” 

“I want to report a fire.” 

“1 want an ambulance.” 

If you are compelled to leave the telephone before the 
desired station answers, tell the operator the nature of the 
emergency and where help is needed, and ask her to make 
the call. No charge is made for emergency calls. 

The private branch exchange. A private branch ex¬ 
change, commonly known as a P.B.X., is a telephone 
switchboard installed on the premises of a subscriber — 
for example, in a business office, manufacturing plant, de¬ 
partment store, hotel, apartment house, or large residence. 
This switchboard is connected with the central office by 
means of lines, called central office trunks. The subscriber’s 
various telephones served through this switchboard are 
known as extension stations. By means of the switch¬ 
board, incoming calls over the central office trunks may be 
distributed to any telephone connected with it; and any 
such telephone may be connected with the central office for 
the purpose of making outgoing calls. The switchboard 
also permits one extension to call another without passing 
through the central office. 

There are both manual and dial private branch ex¬ 
changes, both cord and cordless types. In the cordless 
board, used where the amount of service is not large, con¬ 
nections are made by means of keys. 

For more extensive service, switchboards which use 


THE TELEPHONE 


45 


cords to make connections are widely used. For the large 
private branch exchanges the equipment is much the same 
as that used at manual central offices. 

Switchboard operation is not complicated, but skillful 
service at a busy board requires not only exact knowledge 
of how to operate it, but also training of eye, ear, and voice 
to produce accuracy and speed. At boards where there are 



Small Cordless or Monitor Switchboard, Operated by Keys 


periods when many calls must be handled, successful 
operation calls for constant alertness and steady nerves. 
In all switchboard work, as in the use of the telephone it¬ 
self, courtesy is a necessity for practical reasons as well as 
for pleasant relationships. 

In populous centers and sections a large proportion of 
the telephone calls pass through private switchboards, at 
one or both ends of each call. Hence the service rendered 
by attendants at these boards has an important part in 






46 


APPLIED OFFICE PRACTICE 


determining the quality of telephone service generally. 
The telephone company, therefore, seeks to cooperate to 
the fullest extent in the training of P.B.X. attendants 
employed wholly or in part for switchboard service by the 
various business concerns. In large communities it con¬ 
ducts training schools for this purpose, welcoming oppor- 



One-position Private Branch Exchange of the Cord Type, with Dial 


tunity to instruct employes sent to it by these concerns or 
to assist employers in obtaining trained attendants. 

Telephone contacts. There are a number of telephone 
workers and agencies with whom you will have more or less 
frequent voice contact: 

Private branch exchange attendant Information operator 

Central office operator Business office 

Special operator Repair service 

Long distance operator 




THE TELEPHONE 


47 


Private branch exchange attendant. This attendant establishes 
connections between extension stations, and between extension 
stations and the central offices, for the purpose of completing 
incoming and outgoing calls. 

Central office operator. This operator establishes connections 
between one telephone or private branch exchange and other tele¬ 
phones or private branch exchanges served by the same central 
office or by different central offices. 

Special operator. Because of the ever-increasing number of 
subscribers, the many changes of subscribers from one address to 
another, and the many removals of others to distant points, it is 
impossible to keep telephone directories completely up to date. 
If your call cannot be completed because the number has been 
changed or the telephone disconnected, it will be routed to a 
special operator who will ask, “ What number did you call, please?” 
She has records which are revised daily, and will give you a new 
number or report a disconnection. 

Long distance operator. This is the operator who handles your 
person-to-person calls to out-of-town points beyond the suburban 
area of the city in which you are located. Call or dial this operator 
and give the details of your call. Listen for her to repeat the 
details. Hold the receiver, unless told to hang up, as many long 
distance calls are put through almost as quickly as local calls. 

Information operator. This employe assists you when the 
telephone number you want cannot be found in the directory. 

Business office. If new service is desired, or if you wish to 
arrange for removal, discontinuance of service, adjustment of 
accounts, or directory listings, apply to the nearest Business 
Office (as shown in the directory) by telephone, letter, or personal 
visit. 

Repair service. In case your telephone is out of order, call or 
dial Repair Service (as shown in front of the directory), and 
explain clearly what the difficulty is. 

Telephone Courtesy 

It cannot be too often stated that the impression of 
your employer and of his firm which the public receives is 
through telephone communication. Skillful use of the 


48 


APPLIED OFFICE PRACTICE 


telephone may be responsible for the success of an enter¬ 
prise; awkward, discourteous, or inefficient use may be 
responsible for failure. 

Many telephone conversations are pleasant affairs, easily 
consummated. Others are more difficult. Whatever the 
nature, put yourself in the place of the one who is making 
the call. Neither interrupt nor argue. Listen carefully, 
talk courteously, and supply the information, or correct the 
trouble as promptly and as satisfactorily as possible, never 
forgetting that the purpose of any telephone conversation 
is to transact business. 

Answer the telephone promptly. Answer with the name 
of your department and your name. This will identify 
you. Speak directly into the telephone, with the lips not 
more than one-half inch from the mouthpiece. Avoid an¬ 
swering with indefinite words, such as, “Hello?” or “Yes?” 
Avoid closing with such vulgarisms as, “Bye-bye,” “O.K.,” 
“All rightie.” For example: 

Your bell rings. You answer, “Rug Department, Mr. Baker 
speaking/’ or “Mr. Baker’s office.” The one calling replies, “This 
is Mr. Wood, of Curtis and Sons.” The conversation can then 
proceed without unnecessary delay. 

The voice is most important, for it reflects your mood. 
You may not be conscious of this, but the one whom you 
are addressing is. The vice-president of a large business is 
quoted as stating that the voice of a person, speaking for 
his or her company to a customer over the telephone, is as 
important as that of a prima donna or an actor. It takes 
no more effort or time to assume a pleasant voice than one 
that is impatient, mechanical, rude, indistinct, or disagree¬ 
able. Use an ordinary conversational tone. A loud tone 
of voice is more difficult to understand than a modulated 
one, and a loud tone interferes with those near you. 

The telephone company issues these directions to its 
employes: 


THE TELEPHONE 


49 


Enunciation — Prevents misunderstanding. 

Speak directly into the transmitter, clearly and distinctly, 
giving proper form to all the sounds which make up every word 
or number. 

Rising Inflection — Sustains the sound so that it reaches the 
hearer clearly. 

Raise the voice (questioning tone) on the last digits of numbers. 

Tone of Voice —A pleasant tone makes service courteous and 
personality attractive. 

Listen attentively and note carefully. Make written notes, 
if necessary. Always have a pad and pencil at hand, to 
eliminate delay. Do not make it necessary for the speaker 
to repeat through inattention on your part. Get names 
and addresses as quickly as possible. This is necessary 
before you can give accurate information. Addressing 
the speaker by name creates a pleasant impression and 
puts the discussion on a more friendly basis. 

Talk simply and clearly. Avoid using technical terms. 
Avoid long, involved sentences. Answer questions directly. 
If it is impossible to grant any request because of a firm’s 
ruling, give a clear, simple explanation of the reason for 
your refusal. If you cannot answer a question without 
consulting records or some other employe, tell the speaker 
frankly that it may take a few moments and ask that the 
wire be held. If the matter will take some time to investi¬ 
gate, say so. Ask for the telephone number and state that 
you will call back as soon as possible. Be sure to call 
promptly when you have the desired information. If, 
however, further delay is necessary, make a statement to 
that effect. 

Throughout all conversations be polite, courteous, and 
prompt. Keep uppermost in your mind the thought of 
service, but do not promise anything that you cannot 
fulfill. In closing a conversation, be sure not to hang up 
the receiver until the speaker has done so. 

Consider yourself one of the cogs in a great machine,— 


50 


APPLIED OFFICE PRACTICE 


an important one. You are charged with the responsibility 
of speaking to great numbers of people who call up the 
firm by whom you are employed, and who form their 
impressions, partially at least, from your manner of reply. 
You are in honor bound to speak, not as you may feel at 
the moment, but as the management would have you speak 
for it. Make a point of observing the following obvious 
courtesies: 

1. Such care in asking for a number as one would use in 
addressing a letter. 

2. Such promptness in answering a call as one would give to 
keeping a personal appointment. 

3. Such courtesy as one would show in making or receiving a 
business or social call. 

4. Such clear, correct speech as one would use in the face-to- 
face transactions of the most important business. 

In general, remember that the accuracy and speed of 
telephone service depends in part on yourself, and that 
the voice has untold power in creating attitudes of mind and 
in securing or failing to secure responses. Our manners 
interpret us to the world around us. Be sure that your 
voice adequately conveys to others your courtesy, your 
efficiency, and your willingness to serve. Have curiosity 
enough to take the trouble to get information and gen¬ 
erosity enough to be willing to give it. Be eager, alive, 
hopeful — always finding something to wonder at and to 
learn more about. 


General Questions 

1. Why is it important to answer the telephone promptly? 

2. Why should the caller remain at the telephone after placing 
a call? 

3. Mention a telephone call which you have made. Give the 
number. What is the first thing which you did? Tell carefully 
step by step exactly what happened before you began your 
conversation. 


THE TELEPHONE 


51 


4. Explain the difference between a local and a long distance call. 

5. What different types of long distance calls are listed in 
the telephone directory? Describe them. 

6. Explain the meaning of coin box , busy signal , and audible 
ringing. 

7. In your employer's absence, what procedure will you follow 
in receiving a call for him? 

8. In what ways are the dictograph, the telautograph, and 
the telephone similar? 

9. What do the terms Rector, Nevins, and Riverside (or 
equivalent terms in your own city telephone book) mean to you 
in connection with the telephone service? 

10. What is the meaning of the letters J, R, M, and W, which 
follow the number in some instances? Why not in all instances? 

11. What do the letters P.B. X. stand for? Explain the mean¬ 
ing of this term. 

12. Why are not all names that appear in the regular telephone 
directory shown in the classified telephone directory? 

13. A call to Edwin Robinson of Filene's store, Boston, is 
what kind of call? 

14. A call to Filene's store, Boston, is what kind of call? 

15. Under what conditions are you justified in calling Infor¬ 
mation Operator? 

16. Which costs more: a person-to-person call or a station- 
to-station call? Why is the former so popular? 

17. To whom should you report complaints regarding service 
rendered by an operator? 

18. What is meant by an emergency call? 

19. How can you tell from the listing in the telephone directory 
whether a person has an individual or a party line? 

20. How may the telephone be used in connection with the 
sending of a telegram? What care should be exercised? 

21. What does telephone courtesy demand of you? 

22. Differentiate between an individual line aftd a party line. 
Give the advantages and the disadvantages of each. 

23. How does a classified directory differ from the ordinary 
telephone directory? 

24. Why, in the case of some directories, does more than the 
first letter of the central office name appear in capital letters? 


52 


APPLIED OFFICE PRACTICE 


Problems 

I. General telephone directory. 

1. Look up and list the names and telephone numbers of ten 
business and professional men whose telephones are listed under 
the same central office name. How do you know that they are 
business or professional men? 

2. Indicate the way your telephone number, if you have one, 
should be expressed. If you do not have one, use the telephone 
number of some friend, giving name and address. 

3. List the telephone numbers for the following. Arrange in 
two parallel columns — name in first column, telephone number in 
second 

a. Your family physician 

b. Your dentist 

c. Railroad stations in your city 

d. The nearest savings bank 

e. The nearest commercial bank 

/. Post office 

g. Health Department 

h. Police Department 

i. Fire Department 

j. The nearest department store 

k. The nearest theater 

4. Prepare an alphabetized list of twenty firms or persons to 
whom frequent telephone calls are made from your home (or 
would be made if you had a telephone). Such a list will be con¬ 
venient for ready reference. 

II. Classified telephone directory. 

1. List in alphabetical order the names of ten physicians, each 
name beginning with a different letter of the alphabet. Give also 
the address and telephone number of each. 

2. Give the same regarding: 

a. Ten department stores 

b. Ten lawyers 

c. Ten dealers in automobile sundries 

d. Ten druggists 

e. Ten printers 


THE TELEPHONE 


53 


3. You need a hectograph ribbon for immediate use on your 
typewriter. There is no one available who can be sent out for it 
and you cannot go yourself. You must therefore telephone for 
the ribbon. How can you get the name of the nearest stationery 
store? Under what heading will you look? How will you know 
that you have the name of the nearest stationery store? 

4. Call the stationery store and ask that a hectograph ribbon 
be sent to your office at once C.O.D. Give name and address of 
your employer. 

III. Use of the office switchboard. 

Note. Divide the class into an A group, a B group, and a C group. 
A is responsible for the initial request, B for the reply, and C to act as 
operator. 

1. a. Call the box office of the leading theater in your city. 
Inquire whether or not orchestra seats are available for the follow¬ 
ing Saturday matinee. If so, ask the price. 

b. The box office replies that it has a few three and four- 
dollar seats left, and that if seats are desired, purchase should be 
made at the box office at once. 

2. a. Call the stationery department of your leading depart¬ 
ment store. Inquire the price of Shannon files. 

b. The department store replies that it does not carry Shannon 
files. It offers a substitute. 

c. If the price is reasonable, order two to be sent C.O.D. 
Give your name and address. 

3. a. Call your bank. Request that payment be stopped on 
your check No. 545 for $120 made payable to John E. Smith. 
The chech has been lost. 

b. The paying teller replies that a telephone request is not 
sufficient. It must be confirmed in writing. 

4. a. Call the office of some typewriter company. Ask for 
the repair department. Request that a repair man be sent at 
once to the office of your firm (here give the name and address) 
to repair four typewriters. 

b. The repair department inquires what the difficulty is and 
gives the approximate time when the repair man may be expected. 

5. a. Call the Lost Property Office of the company operating 
your street railway system. Report the loss of an umbrella 
(describe the umbrella). Give the route name of the car, its 


54 


APPLIED OFFICE PRACTICE 


destination, tell where and when you boarded the car and where 
you left it. Give your name, address, and telephone number. 

b. The company replies that no umbrella answering the 
description has been turned in. It will notify you if it receives 
the umbrella. 

6. a. Telephone to the Railway Express Agency, Inc., in 
your city, asking them to call for two packages which are to be 
sent to Chicago. Give your address, and ask when you may ex¬ 
pect the expressman to call. 

b. The Railway Express Agency, Inc., replies that it will send 
a man — . 

7. a. Order from your local dealer in typewriting supplies, 
1 dozen blue-black Star brand record typewriter ribbons; 1 box 
Multi-kopy carbon paper, size 8§ X 11. Ask that the articles be 
sent immediately and charged to your firm’s account. 

b. The dealer replies that he has no record of any charge ac¬ 
count in your firm’s name and that he cannot open new accounts 
by telephone but will send the articles C.O.D. . 

8 . a. You have not received one of the new telephone direc¬ 
tories. Report this to the business office and ask that a copy be 
sent to you at their earliest convenience. Give name, address, 
and telephone number. 

b. The office replies that the book will be sent at once. 

9. a. Call up one of your leading department stores. Ask 
for the department of knitted goods and sweaters. Give par¬ 
ticulars for the sweater you wish — size, color and weight. Inquire 
about prices. If satisfactory information is given you, order two 
sent C.O.D. Give your name and address. 

b. Make appropriate replies. 

IV. Detailed conversation. 

1. The Rubber Products Co. of 183 Fulton Ave., your city, 
has men on the road building up trade and selling to retailers. 

Roger Graham, one of these men, is in the town of-. He has 

not received instructions from the home office as to where he is 
to report next. Assume that you are Mr. Graham. Call up the 
home office and get the desired information. 

2. The home office replies to you (Mr. Graham) telling you to 

make an appointment by telephone with John Anderson of-, 




THE TELEPHONE 


55 


-, a prospective buyer, and to proceed there at once. Call 

up Mr. Anderson and arrange a time convenient for both to meet. 

3. After making the appointment, call up Austin and Bennett 
of the town where the meeting is to take place. Tell this firm 
that you expect to be in town the following day and will take 
this opportunity to adjust a matter of damaged goods that has 
been needing attention for some time. 

4. Upon meeting the firm of Austin and Bennett, you find that 
the claim is serious. Austin and Bennett state that the goods 
delivered were not as represented and that they have lost money 
as a result. They request reimbursement to the extent of $200. 
Call up the home office for instructions. 

5. Report the result of your conference with Mr. Anderson. 

V. Fill out the following memorandum: 

_19_ 

Mr_ 

Address_ 

Telephone No_ 

telephoned you today at _ o’clock. He wants you to 

call him at_, about_o’clock. 

He left this message: 


(Signed)- 

General Problems 

1. Certain merchandise purchased and paid for some days 
ago, from one of your local department stores, has not been 
delivered. Call up the department store and ask to be connected 
with the proper person or department for adjusting this matter. 

2. You desire to telephone Mr. H. A. Rogers who lives at 
150 Riverside Drive. You know from a previous call that his 
telephone number has been changed. What will you do? 

3. You are leaving town for the summer. Your home will be 
closed for two months. Your mother has asked you to attend 
to the matter of having telephone service suspended during that 
time. Whom will you call? (This request should be confirmed 
by letter.) 











56 


APPLIED OFFICE PRACTICE 


4. From a window of your home you have just seen a heavy 
truck collide with a grocery delivery wagon. The driver of the 
latter has been hurled to the street. What should you do? 

5. You cannot find in the directory the telephone number of 
a person you wish to call. You are sure she has a telephone. 
What will you do? 

6. You wish to speak with Mr. Charles E. Price of Farrell, 
Wallace & Co., in a city which is reached by long distance tele¬ 
phone. How will you proceed? 

7. At 4 a.m. you discover that your neighbor’s house is on 
fire. What two telephone calls would you put in? 

8. Find in the Suburban Telephone Directory the telephone 
number of some friend. What will be the charge for a ten-minute 
conversation? How will you get this information? 

9. You wish to speak with a friend who has only recently had 
a telephone installed. Her name, accordingly, does not appear in 
the telephone directory. How can you learn her number? 

10. You think that you are not receiving the service to which 
you are entitled. To whom should you refer the matter? 

11. Your telephone bell does not ring. What should you do? 

12. Call up Frank Allen of Allen & Stone, Philadelphia, and 
ask him to attend a conference on the Robinson Patent matter, 
at the office of your employer at 2 p.m., a week from today. 
Assume that Mr. Allen is not in when you call. Leave the message 
with his secretary and ask that Mr. Allen wire a reply as soon as 
possible. What kind of call is this? 


CHAPTER IV 


MAIL AND CORRESPONDENCE 

To the Instructor: Although the ordinary office 'practice room 
will not admit of an elaborate layout for incoming and outgoing mail, 
one long table should be set aside and known as the mail clerk’s desk. 
On this desk should be placed pad, pencil, clips, certain unopened 
letters, scales, sorting trays, rubber stamps, letter opener, and stamp 
affixer. In addition, the ideal equipment will provide for an address¬ 
ing machine, a folding and sealing machine, a mail-o-meter, a clock¬ 
dating machine, and a waste basket. 

Certain reference books are needed and certain schedules and 
blanks. The United States Official Postal Guide contains every¬ 
thing necessary. This guide may be secured from the Superinten¬ 
dent of Documents, Government Printing Office, Washington, D.C. 
For classroom purposes, a postal guide, not of current date, will suffice, 
and this may be secured on request from many large business firms 
which have discarded this issue for a new one. 

Leonard’s Express and Parcel Post Rate Book and Shipping 
Guide, published by G. R. Leonard & Co., Inc., 15 East 26 th Street, 
New York, specializes in parcel post, express, and freight, and may 
be used to advantage. 

Have on hand, for practice exercises, specimen money order blanks, 
both domestic and foreign. Certain schedules issued by the post 
office, such as the Transit Time-Letter Mail, and the foreign mail 
dispatches, are easily accessible and valuable for problems. 

All letters and envelopes written in the typewriting classes may 
be employed. In addition to these, provide a number of fictitious 
letters, addressed and sealed, preferably of various weights, and 
packages properly wrapped and ready for mailing, also of different 
weights. 

Encourage students to contribute letter material. Some of this 
material will provide inclosures. All such material must be placed 
in proper envelopes, sealed, and stamped, in order to give it an 
appearance of reality. 


57 


58 


APPLIED OFFICE PRACTICE 


Equipment. The handling of mail in a small office is a 
simple matter. In a large office, however, the work is so 
complicated that a special technique has to be developed. 
A study of the layout of one of the larger mail rooms, to¬ 
gether with a list of equipment required, will enable you to 
understand the method of operation. A mastery of the 
operations which take place in a large mail room will enable 
you to adapt your knowledge to any mail room situation. 

In the mailing department of F. G. Jones & Company, 
the following conditions affecting the handling of incoming 
mail exist. 

A mail clerk, with assistants, is in charge, and there has been 
assigned to him for the use of the department the following 
equipment: 

A desk for the mail clerk 

A long mail table with cell rack or sorting case 
Chairs 

A power-driven envelope opener 

A steel paper knife 

Dating stamp with changeable type 

Supply of paper clips and pins 

Memorandum pad 

Writing materials 

Colored pencils (black, green, and red) 

Desk calendar 
Ruler 
Shears 
Paper punch 
Waste basket 
Time stamp 

The cell rack or sorting case is mounted on the rear of the mail 
table, and the envelope opener and the time stamp are placed at 
opposite ends of it. The waste basket stands on the floor at the 
end of the mail table nearest the envelope opener. All other 
supplies are placed where they will be most convenient and least 
likely to be mislaid. 

The dating stamp, usually operated by hand, imprints the 


Mailing Room 









59 



























60 APPLIED OFFICE PRACTICE 

date upon papers of any kind, where only the date, but not the 
time, is required. 

There are several reasons why the mail clerk should record the 
time at which mail is received. For example, a firm has an option 
to buy goods at a prearranged price provided this option is exer- 


Time Stamp 

cised on or before a certain date. When the holder of this option. 
writes a letter expressing his willingness to exercise the option, 
the date of receipt of this letter as well as the postmark may prove 
useful; hence, when the letter arrives a time stamp records the 
date and the hour at which the letter was received. It operates 
by means of a clock, usually of the six-day variety, and records 
the time to the nearest minute. 








MAIL AND CORRESPONDENCE 


61 



With such time stamps almost any 
style of imprint is possible, but the 
two most commonly used are the 
straight line imprint: 

Aug. 9, 1931 8:18 A.M. 

and the clock dial imprint: 



In some offices, a stamp is used to 
record only the month, day, and 
year. Such stamps are called dating 
stamps. 

An envelope-opening machine, 

driven either by power or by hand, 
is generally used where the bulk of the incoming mail makes 
such use economical, or adds to the efficiency of handling. 


Dating Stamp 



Envelope-Opening Machine 


As the letters are fed into the machine, they are brought into contact with 
rapidly revolving cutters which cut a fine shaving from one edge of each en¬ 
velope, at a speed of several hundred a minute. 






























62 


APPLIED OFFICE PRACTICE 


Duties of the mail clerks. The first duty of the clerks in 
this department is to make a primary sorting of the mail 
received in each of the deliveries made from the post office 
during the day. This first sorting separates the company 
mail from the personal mail and is usually performed on 
the top of the mail table. After this first sorting, the per¬ 
sonal mail is disposed of in those compartments in the 
sorting case marked Personal. 

The company mail is then opened by being passed 
through the letter-opening machine. The mail clerk next 
removes the contents of each envelope, one at a time, so as 
to avoid the possibility of confusing the contents of two or 
more envelopes. Each envelope is then passed over the 
electrically-lighted X-ray window in the mail table to be cer¬ 
tain that all contents have been removed, or it may be held 
up before any other convenient light for the same purpose. 

As each envelope is opened, the empty envelope and all 
inclosures are attached to the letter. Inclosures are checked 
with the letter, by placing a check mark through the word 
in the letter which names the inclosure. Money inclosures 
(checks, drafts, money orders, stamps) are checked also for 
their amount, and if there is any difference between the 
amount of the inclosure and the amount shown in the letter, 
a memorandum of such difference is made and attached. 

The attaching of the envelope to the letter is essential 
because it is useful in obtaining information which is missing 
in the contents. The return address indicates the origin 
of the letter and the postmark gives accurate information 
as to date, time, and place of mailing, and such knowledge 
is often of the greatest importance. Often a check received 
with no other inclosure can be identified only by means of 
the envelope in which it is received. 

The company mail is next passed through the clock 
dating machine which has first been adjusted as to date and 
hour. In using this machine, care is taken that the imprint 
does not fall where it will make any part of the letter 


MAIL AND CORRESPONDENCE 


63 


unreadable. The time clock impression should always be 
on the letter itself and not on the inclosure. 

The mail is now ready to sort, and the sorting case or cell 
rack comes into use. Compartments properly labeled have 
been provided for each department. When all mail has been 
distributed to the proper compartments, the contents are 
removed and placed in folders of a portable mail distributor, 
each folder being inscribed with the name of the official 
or department for which it is intended. In these folders 
the mail is taken at once to its destination. 

At certain hours during the day a messenger is sent to 
each department to deliver mail received on later deliveries. 
This same messenger also makes collections of outgoing 
mail. Two trays are provided on the desk of each official 
and department head, one being marked Incoming, and 
the other, Outgoing. Deliveries are made to the former 
and collections are made from the latter. 

Messengers are required to make careful examination of 
the various folders in the portable mail distributors after 
each trip, to be sure that all deliveries have been made. 

A careful record is kept of all incoming registered, special 
delivery, and insured mail. A special book is used for this 
purpose. The information required for this record is: 

Special delivery, registered, or insured mail 

Time and date of receipt 

Address on envelope 

Name and complete address of sender 

Post office number if registered or insured 

Signature of employe receiving letter from carrier 

Final receipt signed by __-__ 

Final disposition 

Some firms provide slips or rubber stamps for routing 
correspondence. Correspondence bearing these slips or 
stamps is delivered to the office manager, or to one familiar 
with all organization details, who indicates the correct 
delivery. 



64 


APPLIED OFFICE PRACTICE 


REFERRED TO 

PURCHASING AGENT FACTORY SUPT. 

ACCOUNTING DEPT. VICE PRES. 

SALES DEPT. OFFICE MGR. 

SERVICE DEPT. 


Rubber Stamp 

Parcel post mail is handled in the same way as first and 
third-class mail. The sorting is performed on the mail 
table, and then the mail is placed in specially constructed 
bins, if the number received daily is sufficiently large. 

A record of all incoming parcel post mail is kept in the 
same way as is the record of registered, special delivery, and 
insured mail, and each piece is receipted for by the depart¬ 
ment finally receiving it. 

Most firms insist that a receipt accompany all mail 
bearing cash inclosures, and that the receipt be signed by 
the head of the department where final delivery is made. 
This is an excellent method, for it not only prevents errors 
but affords protection to the messenger, who, in the event 
of loss, might be held responsible. A simple form for the 
receipt is: 


Cash Remittance Receipt 

Received from Mail Room, letters with cash remit¬ 
tances inclosed as follows: 


Name 


Amount Checked 


Messenger No. 

Date 

Signed _ 

Each item must be checked with the initials of the 
person receiving it and each receipt dated and signed. 














MAIL AND CORRESPONDENCE 


65 


Outgoing Mail 

Equipment. Business houses consolidate the handling 
of incoming and outgoing mail. This method serves except 
in cases where a great volume of mail or certain peculiar 
conditions make it necessary to maintain two separate 
departments. 

In either case, the equipment required for handling 
outgoing mail consists of: 

Desk for use of manager of department 
Flat top work table 
A mail table 

Electrically operated mailing machine 
Scales 

Supply cabinet, preferably with lock and key 
Tin box with compartments for stamps of 
different denominations 
Chairs 

Because mail is important, valuable, and frequently 
confidential, it is desirable that only regular employes of 
the mailing room have access to it. Many mailing room 
managers insist that the door be kept locked and that all 
business be conducted through a wicket. If a wicket is 
used, the manager’s desk is adjacent to it. If not, this 
desk is so placed that anyone entering the room must 
pass it. 

The work table commonly used for the reception of 
correspondence is also located close to the wicket or the 
door, according to the plan used. The mail table is on one 
side of the work table, and the mailing machine on the 
other side. If mail sacks are used in addition to the small 
first-class pouches, a mail bag rack is placed next to the 
mailing machine. 

The mail table is built for handling all classes of outgoing 
mail. It is equipped with a sorting case or cell-rack; a 
holder for supporting three mail pouches; a holder for 




66 APPLIED OFFICE PRACTICE 

wrapping paper; racks for holding rubber stamps and an 
inset pad of soft rubber for making imprints from these 
stamps; a frame for mounting current mail-train and 
steamer schedules; dummy cell bottoms to provide spaces 
for addressed envelopes; a compartment and holder for a 
ball of twine; one drawer equipped with a lock and two 
drawers without locks for minor equipment such as shears, 
knife, erasers, stapling machine, paper fasteners, and labels. 


Mail Table 

A supply cabinet for storing envelopes, corrugated board, 
extra rolls of wrapping paper, and other mail room supplies 
is a necessity. This can be placed outside the working 
radius of the room and should be kept locked. 

There are two types of electrically-operated mailing ma¬ 
chines : one which affixes the adhesive stamp and seals the 
envelope at the same time at a speed of 6,000 per hour, and 
the faster, more modern postage metering machine which 
seals, stamps, postmarks, precancels, counts, and stacks 
the mail at a rate of from 6,000 to 15,000 per hour. 













MAIL AND CORRESPONDENCE 67 

For the electrically-operated stamp affixing and sealing 
machine, stamps must be procured in coils of 500 or 1000, 
and must be rewound with the gum side out before being fed 
to the machine. 



Sealing and Stamp Affixing Machine Postage Metering Machine 



For the postage meter machine, a detachable printing 
and recordirig device called a postage meter is sent to the 

post office, where it is set 
for any given number of 
impressions up to 99,999. 
The meter is then inserted 
in the machine and will de¬ 
liver the number of impres¬ 
sions for which it has been 
set. The mail on which 
the postage is applied by 
means of the postage meter 
is known as metered mail 
Postage Meter and cons i s t s 0 f an i m p r i n t 

called an indicia. This indicia shows the license number 
of the user, the meter number, and the denomination, in 








68 


APPLIED OFFICE PRACTICE 


an oval design through which are a number of cancellation 
bars. To the left of this indicia is the postmark bearing 
the name of the city and state, and the date and time of 
mailing. 



Official U. S. Metered Mail Indicia 


For overweight and bulky pieces of mail, for parcel post 
and for first-class mail in the smaller offices, the hand or 
motor-operated multi-denomination postage meter machine 
eliminates the need for loose postage stamps. It is set at 
the post office for any given number of impressions in the 
same manner as the meter used on the larger electrically- 



Official U. S. Metered Mail Multi-Denomination Indicia 


operated machine. It is so constructed, however, that it 
will deliver any one of five denominations of postage, which 
may be used singly, or in combination, to build up any 
amount of postage. These metered imprints may be placed 
directly on the envelope, or, in the case of unusually bulky 
envelopes or parcel post * packages, may be printed on a 
gummed paper tape which is then moistened and affixed to 
the address or label side. 

The use of the postage meter system provides for earlier 
dispatch and the security of postage funds, since the imprint 












MAIL AND CORRESPONDENCE 


69 



shows the license number of the mailer, and eliminates 
labor incidental to counting letters and postage. 

Where the volume of mail is small, single stamp affixers 
are used for stamping letters. 

A paper tape machine is useful in wrapping fourth-class 
packages, but it must carry a notation that the package 
may be opened for postal inspection. It stores, moistens, 
delivers, and cuts off ad¬ 
hesive paper tape, which 
takes the place of twine 
for this purpose. 

Two types of postal 


Stamp Affixer Postal Scales 

scales are commonly used: one which is sensitive to frac¬ 
tions of an ounce; and a heavier scale, weighing up to 
twenty or more pounds by ounces, provided with a zone 
chart. The latter is used for fourth-class mail. 

A folding machine for letters is in use in some of the larger 
offices. 

There are numerous machines for sealing envelopes 
which have been found very useful in business offices. 

The United States Official Postal Guide contains full 
particulars as to rates of postage, conditions of mailing, 
rules and instructions, and a list of all post offices in the 
United States. 



70 


APPLIED OFFICE PRACTICE 


Bulletins concerning the time of departure of foreign 
mails are issued weekly by the post office. 

Rubber stamps reading: 

FRAGILE AIR MAIL 

INSURED PERSONAL 

C.O.D. FIRST CLASS 

REGISTERED RETURN RECEIPT REQUESTED 

SPECIAL DELIVERY RETURN POSTAGE GUARANTEED 

SPECIAL HANDLING 

are useful and save time. A machine containing several 
rubber stamps is often utilized for this purpose. This 



machine is hand-operated and any one of the stamps can 
be brought into printing position by merely turning a dial. 

In arranging all the equipment described, care is taken 
to place each unit so as to avoid rehandling and retracing of 
steps. 

Duties of the clerks. In the case of some large firms, 
outgoing mail is occasionally delivered to the mailing room 
by means of pneumatic tubes or electrically-operated dumb 
waiters, but generally the delivery is effected by messenger. 
Messenger service may be operated in one of two ways: 
A messenger from the mailing room may make periodical 


MAIL AND CORRESPONDENCE 


71 


rounds of all offices and collect the mail from the outgoing 
desk trays, or an office boy may deliver the outgoing mail 
from his departments to the mailing room. 

The mail is deposited upon the mail table. Confidential 
mail is inclosed and sealed before delivery to the mailing 
room. Routine mail may or may not be inclosed before 
delivery. Branch office or agency mail may be delivered 
inclosed in envelopes or unfolded without envelopes. Mail 
to be sent special delivery or registered is so indicated by 
an attached slip containing definite instructions. In the 
case of mail which is inclosed but not sealed, the flaps are 
left open or turned down as required by the type of sealing 
machine used. 

One mailing room clerk is responsible for keeping the 
work table clear at all times. As fast as the mail enters the 
room, he proceeds to dispose of it. The main office of an 
organization may send to one of its branches many letters 
in one day. Instead of inserting each letter in a separate 
envelope, stamping the envelope, and mailing it, this 
procedure is followed: When a letter for a branch office has 
been signed it is placed in the proper compartment. At 
definite times or when the compartment is filled, the con¬ 
tents are placed in one large “omnibus’ 7 envelope which is 
addressed to the branch office. The saving in stationery, 
in time, and in postage, is obvious. Branch office mail is 
ordinarily recognized by its distinctive color if not inclosed, 
or by its incompletely addressed envelope if inclosed. For 
example, Mr. J. C. Graham, Sales Manager, Detroit Office. 

Mail which is inclosed but not sealed, and mail which is 
both inclosed and sealed, is immediately transferred to the 
letter-tray of the mailing machine. 

A second mail clerk clears up the mail in the letter-tray 
of the mailing machine, first by running it through the ma¬ 
chine for sealing or stamping, or both, and then tying it up 
in bundles and depositing it in the mail bag ready for de¬ 
livery to the post office. If, in running this mail, he finds 


72 


APPLIED OFFICE PRACTICE 


one or more pieces which are overweight for the denomi¬ 
nation of stamp or meter which he is using, he lays such 
pieces aside until they can be weighed and the proper 
amount of postage imprinted or affixed. 

Both clerks, in the intervals between deliveries, take up 
the mail which has been delivered to the mail table and 
place it in the sorting case, each compartment of which is 
labeled with the name of the branch or agency for which 
the mail is intended. 

With many business houses, this mail is not inclosed in 
omnibus envelopes until the close of the business day. Such 
a practice may, however, result in overweighted and over¬ 
stuffed envelopes which are easily damaged in transit. 
The best practice is to decide upon a maximum weight, 
and whenever any compartment contains mail of approxi¬ 
mately that weight, to inclose it and dispatch it. This will 
result in a clear sorting case at closing time. 

For convenience and easy reference, information con¬ 
cerning classification and rates — domestic and foreign — 
is printed in the Appendix. 


General Directions for Mailing 

Complaints and inquiries. All complaints and inquiries 
regarding mail should be addressed to the local postmaster. 
A complaint regarding damaged mail should be accom¬ 
panied by the envelope or wrapper. If this is impossible, 
a statement of the damage should accompany the report. 
A form for this purpose may be secured at the post office. 

Addressing mail. The greatest care should be given 
to preparing matter for mailing. It is estimated that 
200,000,000 pieces of mail are yearly given directory service. 
This means that postal employes must take time from the 
regular handling and dispatching of mail to provide correct 
addresses. In addition, a large amount of mail can neither 
be delivered nor returned to the sender. This mail goes to 


MAIL AND CORRESPONDENCE 73 

the Division of Dead Letters, or to some branch of this 
service. Carelessness in addressing mail not only is a 
great source of inconvenience and expense to the post office 
department, but impairs business efficiency. It is a strange 
inconsistency which causes so many firms to spend enor¬ 
mous sums on elaborate catalogs, folders, and illustrative 
material, only to omit the street number from their sta¬ 
tionery and advertisements. 

Mail returned to the sender is an important aid in keeping 
a firm’s mailing list up to date. Such mail should be at 
once checked against the mailing list for the purpose of mak¬ 
ing changes if necessary. If it develops that the mail was 
properly addressed, no more mail should be sent to the old 
address. Unchecked mailing lists, or lists which are not 
kept up to date, result in the loss of time and money. 

In addressing mail : 

1. Write plainly the name of the person addressed, street and 
number, or number of rural route, post office and state in full on 
the face of the envelope or package. See that the address is com¬ 
plete and correct. It is best to spell out the names of states, as 
abbreviations often result in confusion and mistakes. 

2. Be sure that the envelope or wrapper is suitable. 

3. Exercise the utmost care in wrapping parcels. See that 
they are wrapped so that the contents are properly protected. 
Remember that packages are transmitted in sacks, many packages 
in each sack, and that the sacks are piled one upon the other in 
motor vehicles and mail cars. 

4. See that the contents of the package are not classed as 
unmailable. 

5. If a tag is used, write the name and address of both the one 
to whom the package is addressed and the sender on the wrapper 
of the parcel as a protection in case the tag becomes detached. 

6. Affix stamps conveniently for cancellation to the upper 
right-hand corner of envelopes or packages. Be sure that the 
postage is sufficient. 

7. In the upper left-hand corner, show the name and address 
of the sender. 


74 


APPLIED OFFICE PRACTICE 



© Underwood & Underwood 

Sorting Mail at Postal Station 

It is necessary not only that the address be complete and 
correct, but that it be arranged in the customary manner, 
as indicated in the form appearing on p. 75. This will facili¬ 
tate the reading of the address when handling the mail with 
the rapidity required by postal clerks, and will prevent 
improper treatment and delay. 

Postal regulations and rates are subject to change. It is 
important, therefore, that one should secure data from 
the local post office frequently in order to have the latest 
information. 







MAIL AND CORRESPONDENCE 75 



© Underwood & Underwood 

Result of Careless Wrapping and Addressing 


After 5 days return to 
Harold A. Gray 
2254 Lake Street 
Salt Lake City, Utah 


Mr. Robert L. Graham 
178 Spruce Ave. 
Little Rock 
Arkansas 


STAMP 


Form of Address and Return Card Recommended by the 
U. S. Government 













76 


APPLIED OFFICE PRACTICE 


General Questions 

1. Into what groups is mail first sorted? 

2. What labor-saving devices are ordinarily in use to facilitate 
the speedy dispatch and delivery of mail? 

3. a. What is a clock-dating machine? 
b. Why is such a machine necessary? 

4. What are some of the other necessary articles which a mail 
clerk will find upon his desk? 



© Karl Photo. F. H. R. Wighit 

Air Mail Plane 


5. a. What is an inclosure? 

b. What special duties has the mail clerk in relation to 
inclosures? 

6. What is the necessity for a routing slip? 

7. What special care should be taken in the case of a money 
inclosure? 

8. How may the mail clerk guard against the loss of mail? 

9. You are head mail clerk in a large office. What instructions 
will you give a newcomer to your department? 

10. What is meant by domestic rate? by foreign? 

11. a. To what countries may mail be sent from the United 
States at the domestic rate? 

b. What mail may be sent at this rate? 












,■ 6 ? 
>)// 


.VANCOUVER 



















































AIRWAY MAP OF 
THE UNITED STATES 


G NO FORKS 


ARGO 


■j-l c 'APn/ A 8 ' 

■ •57- L /8?c£ T - p AUL 



BOSTON 
$ 


32 **£?>/> 
JEW YORK 


PHILADELPHIA 
la^ATLANTIC CITY 




NASSAU 


CITY 


HAVAN 



























































MAIL AND CORRESPONDENCE 77 

12. Into what classes is domestic mail divided? 

13. When does a special delivery stamp take effect? 

14. a. How may first-class mail be safeguarded? 

b. How may fourth-class mail be safeguarded? 

15. Explain advantages of: special delivery; registered mail; 
insured mail; C.O.D.; special handling. 


Air Mail 

16. a. What is an express money order? 
b. What is a postal money order? 

17. What is meant by the Dead Letter Office? 

18. What should you as sender do when you have a letter or a 
package to be sent by air mail? 

19. Name the advantages in having the “ Return Postage 
Guaranteed” notation placed on an envelope. 

20. Sealed packages up to what weight may be sent by air 
mail? 

21. a. Name all the ways by which mail may be safeguarded. 
b. To which classification of mail does each of these ways 

apply? 

22. What is meant by the term, “Return Receipt Requested”? 




78 


APPLIED OFFICE PRACTICE 


23. In the absence of a special delivery stamp what may you 
do to get special delivery service? 

24. a. What is meant by expediting mail? 

b. Name all the ways by which this may be done. 

25. What is meant by a return card? Why is it used? In 
what cases must it be used? 

26. What one kind of mail will be delivered on Sundays or 
holidays? 

27. Why is the inclosing of a letter in a parcel post package 
not permitted? 

28. You have a valuable pin which you desire to send by mail. 
How would you safeguard the package? 

29. For what kinds of correspondence are window envelopes 
used? 

30. You are a mail clerk. In opening the mail, you find that 
an inclosure is missing. What should you do about the matter? 

31. Why is incoming mail dated? 

32. How may the envelope be of service in determining the 
address of Myron Johnson who has written a letter asking for 
quotations but has failed to give his address? 

33. What can you as sender do to assure the return of unde¬ 
liverable mail to you instead of its being sent to the Dead Letter 
Office? 

34. What is the largest postal money order fee? For what 
amount will this fee pay? Assume you have twice this amount to 
send by postal money order, what will you do? 

35. What is meant by an indicia? 

36. Into what classifications is foreign mail divided? 

37. By what name is fourth-class mail popularly known? 

38. In the event that a mail plane is not able to continue its 
flight because of atmospheric or weather conditions, what is done 
with the mail? 

39. Under what conditions would you use the air mail? 

40. State the restrictions as to what may appear through the 
window of a window envelope. 

41. Name a reference book which a mail clerk should have on 
hand. 

42. For determining the correct amount of postage what 
medium is necessary? 


MAIL AND CORRESPONDENCE 79 

43. How is the postage determined on parcels containing more 
than one class of mail matter? 

44. What is meant by a composite parcel? 

45. How may a parcel prepaid at the fourth-class rate of 
postage be sealed? 

46. How should letters and circulars be presented at the post 
office to insure expeditious handling? 

47. What inclosures are admissible in parcels? 

Problems 

I. Distribution of mail. 

In the office in which you are employed, incoming mail is dis¬ 
tributed as follows: 

Letters ordering goods are referred to the credit department 
and then go to the order department. 

Letters pertaining to the manufacture of the product go to the 
manufacturing department. 

Letters regarding financial strength or credit standing of 
doubtful or new customers desiring to buy on time are referred 
to the credit department. 

All letters affecting the recording of transactions go to the 
accounting department. 

Letters relating to price changes go to the sales department. 

Letters regarding routing of shipments go to the traffic depart¬ 
ment. 

Letters from firms wishing to sell their product go to the 
purchasing department. 

Letters containing money inclosures should be referred to the 
cashier and the accounting department. 

Letters affecting the management of the office and the engaging 
and discharging of office workers go to the office manager. 

Letters dealing with shipments of goods by express and freight 
go to the shipping department. 

Letters dealing with subjects that interest the firm as a whole 
go to the officers and directors. 

1. You are a clerk in the incoming mail department of Henry 
Wallace & Co. You are responsible for the mail of the following 
departments: 


80 


APPLIED OFFICE PRACTICE 


Manufacturing Department 
Sales 

Shipping “ 

Order - “ 

Purchasing “ 

Accounting “ 

Credit 

Receiving “ 

Traffic 

Cashier 

Office Manager 
Directors 

Officers (President, Vice-President, 

Secretary, and Treasurer) 

The morning’s mail contains the following letters. For what 
departments are they intended? 

a. Forty-two letters inclosing checks, money orders, and 
drafts.* 

b. Sixty-seven letters ordering goods. 

c. Twenty-one letters giving directions for routing freight ship¬ 
ments. 

d. Fifteen letters giving references regarding credit. 

e. Twenty-one letters complaining that shipments have not 
been received. 

/. One letter canceling order for goods not yet shipped. 

g. Five letters requesting that goods already ordered be sent 
by C.O.D. parcel post instead of by express. 

h. Seven letters answering inquiries regarding financial strength 
and integrity of customers desiring to buy on time. 

i. Eight letters complaining about overcharges and errors on 
invoices. 

j. Nine letters from salesmen requesting price reductions. 

k. Eight letters applying for positions. 

l. Six letters quoting on office machines. 

m. Six letters complaining about the quality of goods shipped. 

n. Five letters asking for further details regarding a factory 
building offered for sale. 

2. Of how many letters did this delivery consist? 


MAIL AND CORRESPONDENCE 


81 


II. Relating to postal reference books. 

Using the United States Official Postal Guide: 

1. State the rates on samples of merchandise. 

2. a. Give the rates of postage on letters to: 

England 

Canada 

Spain 

Scotland 

Newfoundland 

b. How do the rates on letters to other countries differ from 
those given above? 

3. What are the regulations regarding the sending of sealed 
packages through the mails? 

4. State the rates on postal cards to foreign countries. 

5. Give the rates on printed matter and newspapers to: 

Canada 

Panama 

Cuba 

6. What is the procedure for sending a letter by air mail 
within the United States? 

7. Outline the steps in connection with the following: 

a. Registering a letter. 

b. Insuring a package. 

c. Buying a postal money order. 

d. Sending a special delivery letter. 

III. Preparing mail for dispatch. 

1. You will receive from your teacher ten letters of varying 
weights to be sent out. Give the weight and amount of postage 
required for each. 

2. Letter No. 3 is to be sent special delivery. What will it cost 
to send this letter? 

3. You have no special delivery stamp for Letter No. 3 and 
cannot get one. How can you send the letter special delivery? 

4. You wish to send a money order for $2.00 to the Office 
Appliance Company, 417 So. Dearborn St., Chicago, Ill., to pay 
for your subscription to Office Appliances. 


82 


APPLIED OFFICE PRACTICE 


a. Fill out an application blank for this money order. 

b. What will be the cost of the money order? 

5. Assume you are sending an express money order to pay for 
this subscription. 

a. How will you procure the money order? 

b. What will be the cost? 

c. How does the procedure in this case differ from that of a 
postal money order? 

6. You have a letter containing some valuable papers, weigh¬ 
ing 4| oz., which you desire to have registered. 

a. What will be the regular postage? 

b. What is the cost of registering? 

c. How can you be sure that the letter has been received? 

d. What other receipt will you get in connection with this 
letter? 

IV. Outgoing mail. 

A. Addressing and sorting. 

Explanation. The outgoing mail is collected from the various 
departments by office boys, at stated intervals during the day, timed to 
agree with the departure of the fast mail trains. The mail is taken to 
the outgoing mail table, sorted, folded, sealed, weighed, and stamped. It 
is then mailed. 

The sorting box has a set of alphabetic guides. The envelopes con¬ 
taining the letters are placed back of their respective guides. Should 
there be two or more letters for the same person or firm, they are all 
placed in one omnibus envelope. This is done to save postage and time. 

1. Address envelopes for letters to the following firms, supply¬ 
ing any parts of the addresses that are lacking. 

2. Classify the mail under the following headings. Draw a 
diagram providing for six columns headed as below. Place under 
the proper heading the name of the firm or person to whom the 
letter is addressed. 

Addressee 

City 

Out-of-town 
Special Delivery 
Foreign 

20th Century Limited 


MAIL AND CORRESPONDENCE 83 

(Mail for Albany, Syracuse, Rochester, Buffalo, and Chicago is sent 
via the Twentieth Century Limited.) 

The Aeolian Company Office Appliances 

42d Street 417 So. Dearborn St. 

New York Chicago 


C. H. Innes 
475 Collins St. 

Melbourne, Australia 

Cardinell Sales Co. (special delivery) 
5 Label St. 

Montclair, N.J. 

Woodstock Typewriter Co. 

Chicago 

I. F. Maurer 
San Martin 66 
Buenos Aires 

Sengbusch Self-Closing Inkstand Co. 

400 Stroh Building 

Milwaukee 

Chambre Syndicate de FOrganisation 
Commerciale 
10 Rue de Lancry 
Department of Seine 

R. A. Stewart & Co. (spec, delivery) 
80 Duane St. 

New York 

Paper Cities Supply Co. 

Menasha, Wis. 

Improved Boehner Binder Co. 

142 Fox St. 

Aurora, Ill. 


F. S. Webster Co. (special de¬ 
livery) 

338 Congress St. 

Boston 

Cutler Desk Co. 

20-62 Churchill St. 

Buffalo 

The Tension Envelope Co. Inc. 
33-87 34th St. 

Brooklyn 

Evansville Desk Co. 

Evansville 

Erie Art Metal Co. (special de¬ 
livery) 

Erie, Pa. 

St. Johns Table Co. 

Cadillac 

Rivet-0 Mfg. Co. 

Orange, Mass. 

Columbia Novelty Mfg. Co. 

St. Louis 

Bridgeport Pen Co. (special de¬ 
livery) 

Bridgeport 


84 


APPLIED OFFICE PRACTICE 


E. G. Siggers (special delivery) 

Medearis Moulding Co. 

Suite 36, N.U. Bldg. 

Winston-Salem 

Washington 



A. H. Irvin Co. 

The C. L. Downey Co. 

941 Clark St. 

Curwensville, Pa. 

Cincinnati 

The Massillon Wire Basket Co. 
Massillon, Ohio 

Thorp & Martin 

79 Queen St. 

Invincible Metal Furniture Co. 

London, E.C. 

Manitowoc, Wis. 

Annual Business Show Co. 

Brown-Morse Co. (special delivery) 

23d Street 

Muskegon 

New York 

The Schwab Safe Co. 

Irving-Pitt Mfg. Co. 

Lafayette, Ind. 

Kansas City 

Eaton Crane & Pike Co. (spec, delivery) 
770 Mission St. 

The Meilink Steel Safe Co. 

San Francisco 

Toledo 

The Republic Box Co. 

Advance Paper Box Co. 

1693 Merwin St. 

2727 Franklin Ave. 

St. Louis 

Cleveland 


Frank L. Benedict & Co. 

Phillips Ribbon & Carbon Co. 
61 Halstead St. 

Montreal 

Rochester 

Ideal Power Lawn Mower Co. 

Lansing 

Astoria Overseas Corp. 

Astoria, Oregon 

The Safe-Cabinet Co. 

510 Greene St. 

Marietta, Ohio 

The Heinn Co. (spec, delivery) 

350 Florida St. 

L. F. Benton Co. 

Milwaukee 

Yergennes, Vt. 

Elkhart Stationery Co. 

Sleeper & Hartley, Inc. 

Elkhart 

Worcester, Mass. 


MAIL AND CORRESPONDENCE 


85 


Bonfanti Hnow, 

4357 Avenida Dias Velez 4373 
Buenos Aires 

Fox Typewriter Co. (spec, delivery) 
Grand Rapids 


Williamson & Co. 

104 West George St. 

Adelaide 

Braden Preserving Co. (spec, del.) 
Pasadena 


Wilson Chemical Co., Ltd. Kee Lox Mfg. Co., Inc. 

St. John, N.B. Rochester 

B. Sorting the mail. 

Explanation. Material necessary for the working out of this problem 
will include: 

About one hundred fictitious letters, sealed and addressed, with 
addresses varied enough to cover well-known cities and towns in the 
New England group. Students in advanced typewriting classes should 
be able to provide this material. 

A copy of the Official Guide of the Railways. 

1. Sort these letters into six groups according to address. Place 
a rubber band around each group. 

2. Arrange letters for each state alphabetically as to city or 
town. Where there are two or more letters for the same city, 
arrange alphabetically as to name of person or firm addressed. 

In answering the following questions, name states in their 
geographical order. For example: 

Maine 

New Hampshire 
Vermont 
Massachusetts 
Rhode Island 
Connecticut 


3. On your work sheet, make a heading showing name of 
state. Underneath, arrange two columns as follows: 

Vermont 

City I Railroad 

In the first column, list cities in this particular state for which 
you have mail. In the second column, write the name of the 
railroad or railroads on which each city is located. 



86 


APPLIED OFFICE PRACTICE 


4. Make headings and columns as above. Place name of 
cities as before. In the “railroad” column, write names of rail¬ 
roads that would carry letters to each city from a firm located in 
New York. 

5. Handle each of the five remaining groups separately, as 
indicated in Questions 3 and 4. 


V. Preparation of fourth-class mail. 

Consult the Official Postal Guide for zones and rates. Provide 
yourself with a C. 0. D. tag. You have outgoing packages of different 
weights addressed to the following: 


1. John Wanamaker 

Philadelphia, Pa. 

2. Office Appliances 

417 South Dearborn St. 
Chicago, Ill. 

3. Cardinell Sales Co. 

5 Label St. 

Montclair, N.J. 

4. Ginn & Co. 

70 Fifth Ave. 

New York, N.Y. 

5. Stumpp and Walter 

30 Barclay St. 

New York, N.Y. 

6. William C. Duckham 

Madison, N.J. 

7. Milbradt Mfg. Co. 

2406 North 10th St. 

St. Louis, Mo. 

8. Norristone Studios 

111 Norris St. 

Rochester, N.Y. 

9. S. L. Allen & Co., Inc. 

5th & Glen wood Ave. 
Philadelphia, Pa. 

10. The Rockwood Pottery Co. 
Rockwood 
Cincinnati, Ohio 


9 oz. 


2 lbs. 


1J lbs. 


3f lbs. 


12 oz. 


21 lbs. 


4 lbs. 3 oz. 


21 lbs. 


14 oz. 


If lbs. 


MAIL AND CORRESPONDENCE 


87 


1. List in four columns as follows: 

Package Number Zone Weight Postage 

2. Packages No. 5 valued at $17.50, No. 7 valued at $30.00, 
and No. 2 valued at $54.75 are to be insured. 

a. What will be the cost of insurance on each package? 

b. What will be the total cost of sending these packages? 

3. Package No. 4 is to be sent by parcel post C.O.D. The value 
of the package is $50.00. 

a. Fill out tag. 

b. What is the money order fee? 

c. What is the C.O.D. fee? 

d. What amount will the sender have to pay? 

e. What amount will the addressee have to pay? 

/. In case of loss, what indemnity will you be entitled to? 

4. Assume the value of the package to be $100. Answer 
questions a to f inclusive. 

VI. General. 

1. Prepare a mailing list containing all the names and addresses 
shown in Problem 2 of Outgoing Mail (A), page 82, and Problem 
on the Preparation of Fourth-class Mail, page 86. Arrange this 
list alphabetically, first, as to state; second, as to city or town in 
the state; and third, as to person or firm addressed in the city or 
town. 

2. What will it cost to mail to Minneapolis, Minn., a complete 
newspaper weighing six ounces? 

3. What will be the cost of sending a letter weighing one and 
three-fourths ounces by air mail from your home to Los Angeles, 
Calif.? 

4. How would you ascertain the time at which the first mail 
intended for the following countries closes at your post office? 

a. Belgium 

b. England 

c. Japan 

d. Egypt 

e. Australia 

5. What will it cost to send a parcel post package weighing 
two pounds from your home to each of the following? 


88 APPLIED OFFICE PRACTICE 

a. Chicago, Ill. 

b. Atlanta, Ga. 

c. Portland, Me. 

d. St. Louis, Mo. 

e. Seattle, Wash. 

In what zone is each of these cities? 

6. What will it cost to send the following by air mail from 
your home? 

a. A letter weighing f oz. to Savannah, Ga. 

b. A letter weighing If oz. to Dallas, Texas 

c. A letter weighing 2 oz. to Porto Rico 

d. A registered letter weighing 2f oz. to Detroit, Mich. 

e. A special delivery letter weighing If oz. to Seattle, Wash. 

/. A sealed package weighing 3 lbs. to Chicago, Ill. 

g. A registered letter weighing 2 lbs. to New Orleans, La. 

h. A special delivery letter weighing 4f lbs. to Minneapolis, Minn. 

7. Fill out an application for an international money order of 
£10 to be sent by you to Miss Elizabeth Nixon, Netteswell Cross, 
Harlow, Essex, England. 

8. What will it cost to send the following pieces of mail from 
your home? 

a. A letter weighing If oz. to Montreal 

b. A letter weighing If oz. to London 

c. A letter weighing 2 oz. to Mexico 

d. A letter weighing 2f oz. to San Francisco 

e. A letter weighing 2f oz. to Paris 

/. A letter weighing If oz. to Havana 

g. A post card to Brussels 

h. A post card to Toronto 

i. A post card to Liverpool 


CHAPTER V 


THE WRITING OF LETTERS 

The Mechanics of Writing 

No age, no country, no people has been without its letters. 
The industrial growth of any country may be traced by its 
correspondence. Methods, ideas, plans, business campaigns 
are laid before us. Egypt of the twelfth century b.c. gives 
us long and wandering accounts of various transactions 
and types of commercial intercourse. Greece of the third 
century b.c. provides us with a model collection letter. 

As we read some of these old letters, we discover that 
in many instances the contents do not differ very greatly 
from those of today. Bills of goods are ordered, paid for, or 
criticized. Reports of work accomplished are made. Sales 
and auctions are advertised. Debts are canceled. In¬ 
creased compensation is demanded. Recommendations 
for a change of business policy are made. The manner of 
accomplishment, however, is very different. It seems as if 
these people sometimes sought to find the most roundabout 
way of saying things. The letters are full of ceremony. 

The letters of today offer a complete contrast in style. 
Directness takes the place of the old circumlocution; 
simplicity is demanded instead of ornamentation; concise¬ 
ness, instead of the pages of minute detail. There is 
nothing, however, quite so important in letter communica¬ 
tion as conveying a sense of deference. This makes the 
receiver of your letter feel flattered even when his request 
is denied — this is the fine art of all letter-writing. 

No part of office work is more important than that en¬ 
trusted to the secretary. Personal interviews with the head 
of the firm are rarely possible. Commerce and industry 
have spread so far that letters must take the place of 


90 


APPLIED OFFICE PRACTICE 


human contact. It is necessary, therefore, that letters 
talk. Different business operations demand different 
treatment, and all letters must give the effect of individ¬ 
uality and freshness of thought. Each letter must bear 
the impression of being the only one of ' its kind. The 
Postage Magazine of New York gives the following sugges¬ 
tions for letters that would serve their purpose efficiently: 

A Better Letter must carry a message of service. 

It may be interpreted thus: 

If a sales letter, it will induce the reader to spend 
his money for something he wants — or that we 
want him to want. 

If it is a collection letter, it will persuade the 
reader that the right and proper thing to do is to 
pay his bill — and like us for making him do it. 

If it is an adjustment letter, it will satisfy the 
customer whether he is right or wrong. 

It will, above all, give definite information — 
not an answer, but The Answer. 

The mechanics. The general principles of composition 
apply to letter-writing. Your teacher of English has begged 
you to have something to say, to express that something 
carefully, to talk in sentences, to choose the appropriate 
word, to strive for variety, to punctuate adequately so that 
your thought may be clear to another, to organize your 
plan of work, to be unified in thought and coherent in 
expression. Your employer will ask nothing more of you 
than an application of these principles. 

The contents. Remember that, wherever possible, one 
business transaction only should appear in one letter. If 
possible, let the message be read as a unit on one page. If a 
number of matters must be discussed, it is wiser to write 
more than one letter than to run the risk of confusion and 
misunderstanding. 

The size of the paper. Choose paper appropriate in size 


The Secretary 



91 











92 


APPLIED OFFICE PRACTICE 


for the information you wish to convey. The 8| by 11 inch 
letter sheet is used by the majority of firms for letters of 
ordinary length. There is also a 7§ by 10 sheet, an 8 by 10^ 
sheet, and the half sheet 8f by 5|, called note size. This 
half sheet is usually employed for correspondence within 
the walls of the business house. The note sheet, which is 
half standard size, and which opens like a book, is widely 
used by business men as personal stationery and by many 
publishing houses for regular business correspondence. 

The quality of the paper. A white or cream unruled bond 
or linen paper of good quality and weight is used by the 
best firms. A neutral tint or very heavy paper is some¬ 
times demanded by firms as a mark of distinction; but 
ruled paper, or paper limp and flimsy in texture, or con¬ 
spicuous because of vivid or unusual color, should not be 
used. 

The letterhead. The printed letterhead runs the short 
way of the paper except in the case of the half sheets. 
Most houses of standing today use letterhead designs that 
are conservative, dignified, and simple: the name of the 
firm and the address, attractively printed or engraved. 
The day of the pictorial or symbolic illustration is passing. 

The ink. Use black or blue-black ink in letter writing. 

The envelope. Let envelopes match the paper in color 
and quality, and be of a size to receive the paper when it is 
properly folded. 

The margin. A margin is a frame for the letter and per¬ 
mits the contents of the page to stand out clearly. All four 
sides of the page should show margin — a wider margin at 
the top of the page than that used at the bottom. Keep 
a margin of at least an inch at the left side of every page. 

The writing of the letter. When flat sheets of paper are 
used, write on only one side of each sheet. When four-page 
sheets are used, all four pages may be written on. The 
letter should be so written that a person reading the first 
page has the fold of the paper at his left. If the letter 


THE WRITING OF LETTERS 


93 


occupies more than one page, but not more than two, the 
first and third pages may be written on and the second 
left blank. If the letter occupies more than two pages, the 
pages should follow their natural order — 1, 2, 3, 4. 

A letter on a four-page sheet should be inclosed in an 
envelope in which it will fit when folded with one horizontal 



crease through the center. The letter should be so folded 
that the upper and the lower halves of page 1 face each 
other. The letter should be so placed in the envelope that 
the horizontal crease is at the bottom of the envelope. 

A letter written on flat sheets of paper of note size 
(approximately 6x8 inches) may be inclosed: 



a. In an envelope into which it will fit when folded with 
one crease running through the center. In this case, the 
two halves of page 1 should be made to face each other. 
Place the letter in the envelope with the crease at the bot¬ 
tom, and with the half containing the heading next to the 
face, not the sealed side, of the envelope. 

b. In an envelope of commercial size (approximately 
3| X 6§ inches). In this case, fold the letter into three 
sections — a central section and two flaps. As the letter 
















94 


APPLIED OFFICE PRACTICE 


lies right side up on the table, fold up from the bottom 
about one third and then from the top fold down over the 
lower third about one fourth. The letter so folded should 
be placed in the envelope with the two flaps next to the 



back, not the face, of the envelope; with the top edge of 
the letter at the bottom of the envelope. 

A letter written on flat sheets of paper of full commercial 
size (approximately 8J X 11 inches) may be inclosed in 
an envelope of commercial size (approximately 3| X 6^ 
inches). As the letter lies face up on the table, raise the 
lower part and fold it upward over the upper part with a 
horizontal crease running slightly below the center. Keep¬ 
ing the upper part lying next to the table, and keeping the 


D 



horizontal crease toward you, raise the right-hand part and 
fold it toward the left, making a vertical crease about one 
third of the distance from right to left. Finally, raise the 
left-hand part and fold it toward the right, making a vertical 
crease about one fourth of the distance from left to right. 
The letter, as folded, consists of a central section and two 
flaps. Place it in the envelope with the two flaps next to 
the sealed side, not next to the face, of the envelope; with 
























THE WRITING OF LETTERS 


95 


the smaller flap on top of the larger one; and with the out¬ 
ward edge of the smaller flap pointing upward. 

The six formal parts of a letter. Every letter has six 
parts: the heading, the inside address, the salutation, the 
message, the complimentary close, and the signature. Each 
part occupies a fixed position and must contain certain 
definite and necessary information. 

The heading should be such as would be sufficient for a 
postal direction, plus the date. Unless a letterhead is used, 
it occupies the upper right-hand corner of the page. 

244 Park Avenue 
Plainfield, New Jersey 
September 18, 19— 

In printed, lithographed, or engraved letterheads, the 
name of the writer or of the firm and the address are usually 
placed in the middle of the page; the date may be written 
at the right of the page or in the center under the address. 

THE CENTURY COMPANY 
353 Fourth Avenue 
New York 

June 4, 19— 

The lines of the heading may have the same indention, or 
each line may be indented about one half of an inch more 
than the preceding line. 

353 Fourth Avenue 
New York, N.Y. 

May 7, 19— 

353 Fourth Avenue 

New York, N.Y. 

May 7, 19— 

The entire heading, if short, may be written on one line. 
If two lines are necessary, the date should be written alone 
on a separate line. If three lines are necessary, the street 
direction should stand on the first line, the name of the city 
and state on the second, and the date on the third. 

Miami, Florida, December 10, 19— 

29 Main Street, Miami, Florida 
December 10, 19— 

29 Main Street 

Miami, Florida 

December 10, 19— 


96 


APPLIED OFFICE PRACTICE 


Punctuation may be used or may be omitted at the end 
of the lines of the heading, but care should be taken to 
follow a consistent practice. 

The inside address. A statement of the name and ad¬ 
dress of the person written to is an essential part of a com¬ 
plete business letter. It may be written in two or three 
lines, and should, in commercial letters, be placed at the 
left-hand side of the page on the sixth space below the date 
line of the heading. The first line should begin at the point 
set for the left-hand margin; the rest of the address may 
also be placed at the margin line, blocked, or indented, each 
line about one half of an inch more than the preceding. 

George A. Russell & Company, 

244 Madison Avenue, 

New York, N.Y. 

George A. Russell & Company, 

244 Madison Avenue, 

New York, N.Y. 

The form of the address should be that used in the head¬ 
ing of letters of the firm addressed, with no omission what¬ 
ever, not even in the marks of punctuation. If The is part 
of the firm name — The National Biscuit Company — The 
should not be omitted from the address. 

Particular attention of an individual requested. Routine 
letters are usually addressed to the company rather than 
to an individual. If, however, the personal attention of 
some one in the firm is desired, this may be indicated in the 

address by the insertion of, Attention of Mr. _ 

There are four possible places for the words “ Attention of 

Mr._” They are (1) at the top of the 

paper, (2) above the salutation, (3) below the salutation, 
(4) on a line with the salutation. Below the salutation or 
at the top of the paper is considered preferable. 

(i) 

Attention of Mr. Roy L. Thomas 

The Higbee Company 

25 Euclid Avenue 

Cleveland, Ohio 


Gentlemen: 




THE WRITING OF LETTERS 


97 


(3) 


The Higbee Company 
25 Euclid Avenue 
Cleveland, Ohio 


Gentlemen: 


Attention of Mr. Roy L. Thomas 


Punctuation marks may be used (close punctuation) or 
may be omitted (open punctuation) at the end of the lines 
of the inside address. Punctuation may be necessary within 
the line, however, as, for instance, a comma between the 
city and the state. Periods should be placed after all 
abbreviations. 

F. & R. Lawrence Company 
150 High Street 

Columbus, Ohio 

Open punctuation 

F. & R. Lawrence Company, 

150 High Street, 

Columbus, Ohio. 

Close punctuation 

The salutation. In addressing an individual do not omit 
Mr., Mrs., or whatever title is proper. Before a firm name 
composed of individual names, it is correct to write Messrs . 
or to omit the title. 

Messrs. Quince & Barton, Silversmiths 

Lord & Taylor 

Following are proper salutations of firms and individuals: 

Dear Sir: 

Dear Madam: 


These forms are used where an individual is addressed 
by name in a formal salutation. 


Gentlemen: 


This form is used in addressing a corporation composed 
of men, a committee, a department, or a partnership. 


My deal' Sir: 

My dear Mr. Park: 
Dear Mr. Park: 

My dear Madam: 

My dear Mrs. Jones: 
Dear Mrs. Jones: 


These forms are used on occasion, depending 
upon the degree of formality and relationship 
existing between correspondents. 


98 


APPLIED OFFICE PRACTICE 


Ladies: 

This is used in addressing a corporation or partnership 
or committee known to be composed of women. 

The salutations Dear Sirs, Dear Sir or Madam are now 
very rarely used. 

Note 1. The first word of the salutation and all nouns are capitalized. 
Note 2. The salutation of a business letter should be followed by a 
colon. 

The salutation should be aligned with the left-hand 
margin. The body of a pen-written letter should begin 
on the line below the salutation; of a typewritten letter, 
two spaces below. All paragraphs except where the block 
form is used should receive the same indention, one inch. 
In block form of letters, paragraphs are not indented. 
The first word is aligned with the left-hand margin, as is 
the salutation. 

Following are correct forms of address for public officials 
and the clergy: 

Honorable (Hon.) is the title given to persons who are, or who 
have been, ambassadors, cabinet officers, United States or state 
senators, or representatives, judges, mayors, and the like. 

Reverend (Rev.) is the proper title for a rector, priest, or min¬ 
ister. It should not be used without the Christian name or the 
initials. The head of a Jewish synagogue is addressed as Rabbi. 

In the letter: 

To the President of the United States 
Sir: 

On the envelope: 

The President of the United States 
The White House 
Washington, D.C. 

In the letter: 

To the Vice-President of the United States 
Sir: 

On the envelope: 

The Vice-President of the United States 
Washington, D.C. 


THE WRITING OF LETTERS 


99 


In the letter: 

The Honorable, The Secretary of State 
Sir: 


The Honorable - - -. (give here the name) 

Secretary of State 
Washington, D.C. 

Sir: 


On the envelope: 

The Honorable, The Secretary of State 
Washington, D.C. 


In the letter: 

The Honorable _ _ 

United States Senate 
Washington, D.C. 

Sir: 

The Honorable _ 

House of Representatives 
Washington, D.C. 

His Excellency, _ _ 

The Executive Mansion 
Springfield, Illinois 

Sir: 

or 

Your Excellency: 

The Honorable _ 

Mayor of Boston 
Boston, Mass. 

Sir: 

or 


(give name) 


(a governor) 


(a mayor) 


Your Honor: 

The Honorable _ _ _ (Justice of the United States Supreme Court) 

Washington, D.C. 

Sir: 

His Eminence, Patrick Cardinal Hayes (a cardinal) 

Archbishop of New York 

New York, N. Y. * , ■> ] 

} 0 

Your Eminence: ’ '* a 


The form of address for these officials is the same on the en¬ 
velope as for the inside address. 



















APPLIED OFFICE PRACTICE 


100 

In the letter: 

Right Reverend 
St. Mary's Rectory 
San Diego, California 

Right Reverend and dear Sir: 

On the envelope: 

The Rt. Rev.-(a bishop) 

St. Mary’s Rectory 
San Diego, California 

In the letter: 

Reverend and dear Sir: 


or 

Dear Dr. 


On the envelope: 

Rev. John J. Darlington D.D. (a pastor or minister) 

Rector of -- Church 

Baltimore, Md. 


In the letter: 

Dear Brother Staunton: 

On the envelope: 

Brother Staunton (a brother) 

Notre Dame 

South Bend, Indiana 


In the letter: 

Dear Rabbi Wise: 


or 

Dear Dr. Wise: 

On the envelope: 

Rabbi Stephen S. Wise, D.D. 

New York, N.Y. 

The complimentary close in official letters is Respectfully yours. 
If, however, the writer has any degree of acquaintance with the 
official, he may substitute Yours very truly or Yours sincerely. 

t ^ * ■*> 

The following are proper complimentary closes for 
business letters: 


Yours truly. 

Yours very truly. 
Very truly yours. 









THE WRITING OF LETTERS 


101 


Publishers , Booksellers 
and Importers of Law and 
General Literature 

John Brown Ej? Company 
62 Bond Street 
New York 

June 25, 19— 

Mr. William C. Bacon 

50 Boylston Street 
Boston, Mass. 

Dear Sir: 

We are glad to know of your interest in Professor 
Beck's new book, MODERN FAMILIAR ESSAYS, and we will mail 
you a sample copy for examination just as soon as it comes 
from the press. This, we expect, will be within a day or 
two, and we are making a memorandum to see that it goes to 
you immediately on publication. 

Our records reveal that you have for some years 
used Professor Beck's book, ESSAY WRITING, In your classes. 

Without doubt, then, you will find this new book an interest¬ 
ing addition to your texts, and we shall be glad to have your 
opinion of it. 

Yours very truly, 

JOHN BROWN & COMPANY 
Educational Department 

HM:EB 

Well-phrased Letter (double space) 

Respectfully yours and Yours respectfully are used in writ¬ 
ing to school, college, and government officials. 

The complimentary close should be written on a separate 
line, appropriately spaced, below the last line of the body of 
the letter, should have only the first word capitalized, and 
should be followed by a comma. 

The signature should always be written by hand, about 
two spaces below the complimentary close. 

In a typewritten letter in which the name of the writer 
does not appear in the letterhead, the name may be type- 


Cable Address 
Brownlit 


102 


APPLIED OFFICE PRACTICE 


Publishers , Booksellers K Cable Address 

and Importers of Law and Brownlit 

General Literature 


John Brown 1 $ Company 
62 Bond Street 
New York 


June 25, 19— 

Mr. William C. Bacon 
50 Boylston Street 
Boston, Mass. 

Dear Sir: 

We are glad to know of your interest in Professor 
Beck's new book, MODERN ESSAYS, and we will mail you a sample 
copy for examination just as soon as it comes from the press. 

This, we expect, will be within a day or two, and we are making 
a memorandum to see that it goes to you immediately on pub¬ 
lication. 

Our records reveal that you have for some years 
used Professor Beck's book, ESSAY WRITING, in your classes. 

Without doubt, then, you will find this new book an interest¬ 
ing addition to your texts, and we shall be glad to have your 
opinion of it. 

Yours very truly, 

JOHN BROWN & COMPANY 
Educational Department 

HM:EB # . 

Well-phrased Letter (Single space) 

written beneath the written signature or at the left-hand 
side of the page, with the initials of the stenographer. 
Letters from firms should be signed with the name of 
the firm, typewritten, and directly beneath that, in hand¬ 
writing, the name of the person who is responsible for the 
letter. 

In writing the address on an envelope, the margin, 
straight or diagonal, and the punctuation, open or closed, 
should correspond with those of the letter. Many of the 
best firms, however, do not observe this rule. 

The postage stamp should be attached in the upper right- 
hand corner. It should be right side up, and its edges 
should be parallel to the edges of the envelope. 


THE WRITING OF LETTERS 


103 


Publishers , Booksellers 
and Importers of Law and 
General Literature 


Cable Address 
Brownlit 


John Brown & Company 
62 Bond Street 
New York 


June 25, 19— 


Mr. William C. Bacon 
50 Boylston Street 
Boston, Mass. 

Dear Sir: 

We are glad to know of your interest in Professor Beck's 
new book, MODERN ESSAYS, and we will mail you a sample 
copy for examination as soon as it comes from the press. 

This, we expect, will be within a day or two, and we are mak¬ 
ing a memorandum to see that it goes to you immediately on 
publication. 

Our records reveal that you have for some years used 
Professor Beck's book, ESSAY WRITING, in your classes. 

Without doubt, then, you will find this book an interest¬ 
ing addition to your texts, and we shall be glad to have 
vour opinion of it. 


Yours very truly, 

JOHN BROWN & COMPANY 
Educational Department 


HM:EB 


Well-phrased Letter (block) 


The Grouping of Business Letters 


Business letters group themselves under certain general 
heads: order, acknowledgment, credit, collection, sales, 
adjustment, and application letters. There is one type of 
letter which you may have occasion to write outside the 
office of your employer. This is the letter of application . 
Here, certain standards must be observed: you must have 
due regard for the selection and the organization of your 
facts, for accuracy and conciseness of wording, for giving 
sufficient information to enable one reading to judge your 
fitness for the position. Above all, however, you must 
reveal evidence of personality. 

The other types of letters are in many instances dictated. 
Your employer may consider you merely a good stenog- 


104 


APPLIED OFFICE PRACTICE 


rapher to whom he will dictate the substance of the letter, 
or he may talk through a dictaphone. You will transcribe 
your notes, or else take the letter direct. There will be 
times, however, when only a suggestion is given you for the 
letter you are to write. 

Some firms provide certain form letters which the typist 
may use, making only such minor changes as the needs of 
the individual letter may demand. 

These letters deal chiefly with matters of routine; credit 
and collection;, announcements of sales; recall of mer¬ 
chandise; and replies to customers concerning lost or 
delayed merchandise; regret for any dissatisfaction; and 
delivery of goods. 

The following are typical illustrations of Form Letters. 

1. Return of merchandise. 

We have received your letter of-We regret that 

we cannot comply with your request regarding the - 

which you wish to return. It is our unalterable rule not to place 
again in stock any merchandise of a personal nature which has been 
in the possession of our customers, even though such merchandise 
may never have been used. 

You will realize, we feel sure, that the protection of our patrons 
makes such a rule imperative, and although it deprives us of the 
pleasure of serving you in this instance, we feel confident that 
you will understand the need of such a safeguard. 

2. Collection of money due. 

Your bill of $ _ for November _ still remains unpaid. 

We have sent you two statements, and must now request that 
you make immediate payment. Please send us your check by 
return mail. 

3. Location of lost merchandise. 

We have made every effort to locate your order for-, but 

without success. 

Please let us know if the order was given in person or by mail, 






THE WRITING OF LETTERS 105 

whether paid for or C.O.D., and give any other information 
which, in your opinion, will aid our search. 

Kindly inclose with your reply any receipts or memoranda 
which you may hold, and a duplicate copy of the order. You 
have our assurance that they will greatly assist us in locating 
your purchase. 

4. Delivery of goods. 

According to our records, our driver on 
merchandise about which you inquired. 

We have instructed him to make an 
will hear from us at an early date. 

5. Estimate of repair. 

An estimate of $_to repair the_which you left 

with us on_was submitted, but, up to this writing, we 

have not been directed to proceed with the work. 

It is not our policy to hold merchandise more than thirty days. 

Unless we receive your instructions within one week from this 
date, we shall have to return it without assuming any responsi¬ 
bility. 

Upon letters of this character no comment is needed, as 
each firm secures for itself such forms as may be used with 
greatest frequency and convenience. 

Many times, however, adjustment of difficulty can be 
made only by a personal letter. Individual questions arise 
which demand tact and skill. Information of a detailed 
nature is desired. Instructions, criticisms, and suggestions 
must be given. For letters such as these, no rules can be 
given, and it is in the composing of such letters that your 
own skill and ingenuity have opportunity to reveal them¬ 
selves. You will find in the problems which follow many 
letter suggestions which will seem difficult to you at first. 
Try to get into the spirit of the situation. Wherever it is 
necessary, look up the required information. Be sure to use 
exact and complete addresses. The telephone directory will 
help you. Forget your own identity, and, for the time being, 
establish yourself in a new role for every letter you write. 


_delivered the 

investigation and you 






106 


APPLIED OFFICE PRACTICE 


The Demands of Modern Usage 


Write: 

1. We thank you for your letter 
of March 20. 


2. We are writing in answer to 
your telephone inquiry today con¬ 
cerning a check for a refrigerator. 
We mailed our check to you on 
May 22. 


3. I trust you will consider my 
application. 


4. I wish to secure a position for 
the months of July and August. 
Do you expect to have any vacan¬ 
cies in your store for which a col¬ 
lege graduate might qualify? 


5. We have received your letter of 
March 19. 


6. We inclose a bill for your 
purchases. 


7. Yours very truly, 
John Doe. 


Do not write: 

1. We beg to acknowledge your 
favor. 

Choose simple, direct expres¬ 
sions. Avoid old-time phrasing. A 
letter is not a favor. 

2. Referring to your telephone 
inquiry of today relative to check 
for refrigerator, beg to advise that 
the check was mailed by us on the 
22nd. 

Express a subject for the verb. 
Avoid such expressions as “beg to 
advise.” Use the active voice 
rather than the passive. 

3. Trusting you may consider 
my application, awaiting a reply. 

End your letter with a complete 
sentence. Why use unnecessary 
words? 

4. Am desirous of obtaining a 
position for the months of July and 
August and am writing to inquire 
if you have any vacancies in your 
store during those months that 
could be filled by a college graduate. 

Never omit a subject. 

Avoid too long sentences joined 
by “and.” 

5. Your esteemed letter of the 
19th inst. to hand. 

Speak simply. Name the month 
and the day. 

6. We inclose herewith bill for 
same. 

“Herewith” is not necessary. 

Never use “same” as a pronoun. 

7. We beg to remain , 

Old style phrasing. 


THE WRITING OF LETTERS 


107 


8. We inclose an itemized state¬ 
ment of this customer’s account. 
You will note that there is a balance 
of $36.26 owing to us. 

9. Brooklyn , N.Y. 

December 10, 1931. 


10. Since our shop was closed for 
repairs last week, we could not 
answer your question. 


11. Will you kindly send me a 
catalog? 

Very truly yours, 

Mary A. Jones 
(Mrs. John Jones) 


12. Your letter of March 20 has 
been received and carefully read. 


13. You will find inclosed a 
check for $25. 

14. I shall appreciate an early 
answer. 


15. In reply to your letter, we 
wish to state that your order was 
shipped on February 3. 


8. We inclose an itemized state¬ 
ment of this party's account, show¬ 
ing a balance due of $36.26. 

A customer is not a “party" 
except to a lawsuit. 

9. B’klyn 

N.Y.12/10/31 

The name of the city should not 
be abbreviated. Write out the 
date. 

10. Being that we have been 
closed for repairs the last week, we 
could not answer your query. 

Avoid phrases beginning “Being 
that." 

11. Kindly send catalog and 
oblige Mrs. Jones. 

An essential part of the letter is 
missing. A letter is a legal docu¬ 
ment and must be signed with a 
person’s name. “Mrs. Jones" is 
the married woman’s title only. 

12. Yours of yesterday at hand 
and contents duly noted. 

Meaningless phrasing, no sub¬ 
ject, no verb. 

13. Inclosed find check for $25. 

Take time to be courteous. 

14. Thanking you in advance 
for the anticipated favor of a reply. 

Never deny your correspondent 
the privilege of choice. 

Avoid meaningless expressions. 

Close your letters with complete 
sentences. 

15. Replying to your letter, the 
goods have been shipped. 

Avoid dangling participles. 


108 


APPLIED OFFICE PRACTICE 


Write: 

16. In answer to your letter of 
December 30, concerning the dis¬ 
count on your last order . . . 

17. As we have said, the building 
in question is in excellent condition. 


18. Owing to the large number 
of similar systems and to the ina¬ 
bility of the company to supply the 
demand . . . 


19. Please sign the inclosed 
form. 


20. Please let us know the style 
of engraving you wish. If we do 
not hear from you, the buttons 
will be sent to you unmarked. 


21. I have an appointment to 
confer with Mr. Smith tomorrow 
morning at nine-thirty. 


22. May I hear from you soon 
in regard to the kind of position 
available and the salary you will 
offer? 


Do not write: 

16. Your letter of the 30th ult. 
in re discount on your last letter . .. 

“30th ult. in re” is old style 
phrasing, never used today. 

17. As previously stated, said 
building is in excellent condition. 

“Said” is never an adjective. 

A subject for “stated” must be 
expressed. 

18. Owing to the large number 
of similar systems and that the com¬ 
pany is unable to supply the 
demand . . . 

You give two reasons; these 
reasons should be similar in gram¬ 
matical construction: both nouns. 

19. We inclose form which 
kindly sign. 

Express your thought simply 
and directly. 

20. Please let us know the style 
of engraving you wish, or if not, the 
buttons will be sent to you without 
engraving. 

Take a breath between ideas. 

Write two sentences. 

Do not repeat unnecessarily. 

21. I have a date with the man¬ 
ager at 9:30 tomorrow morning. 

To use “date” for “appoint¬ 
ment” is bad form. 

It is courteous to refer to a 
person by name. 

22. Could I hear from you real 
soon concerning the kind of position 
you would offer, also the salary? 

The tone is too colloquial. 

A letter of application should be 
dignified. 


THE WRITING OF LETTERS 


109 


23. In reply to your recent 
inquiry, we take pleasure in assur¬ 
ing you that we are representatives 
of the Empire Label Weaving 
Company of New York. 

Our firm manufactures satin, 
taffeta, and cotton woven labels. 


23. Your kind favor of recent 
date duly at hand and contents care¬ 
fully noted , and in response to same 
beg to state that we are pleased to 
advise that we are the Cincinnati 
representatives of the Empire Label 
Weaving Company of New York. 

Said company manufactures 
satins, taffetas, and cotton woven 
labels. 

This is an excellent example of 
what not to do. Note the involved 
structure, the unnecessary words. 

Make your letters simple and 
direct. 


General Questions 

1. What do you consider to be the essentials in any letter? 

2. What do you mean by “form” in relation to the letter? 

3 . What do you mean by “content”? 

4 . What directions are given for the proper folding of a busi¬ 
ness letter? 

5 . What is meant by a form letter? When may such letters 
be used? 

6. Under what circumstances would it be impossible to use 
a form letter? What will you do then? 

7 . In what respect does the letter of application differ from 
all other letters? What should characterize its tone? What its 
contents? 

8. Gather together a sheaf of letters — business letters of 
various kinds. Read them carefully. Be prepared to criticize 
from the point of view of form and content. 

9 . Devise some form letters that have a touch of individu¬ 
ality. 

10 . What do you consider the essential points in any good 
business letter? 


110 


APPLIED OFFICE PRACTICE 


Letter Exercises 

Note to the Student. Be sure that the letters which follow are 
correct in every detail. Give full names and addresses. If you are pro¬ 
vided with a typewriter, rewrite your letters after the needed corrections 
have been made by your teacher, and keep your typed copy for filing. 

1. You have a charge account at a department store. A bill 
has been sent you for an article which you have not bought. 
Write the necessary letter. 

2. With your telephone bill is a charge for extra calls which 
you are quite sure have not been made. Write to the Telephone 
Company and ask for a detailed statement of their record of your 
calls. 

3 . Write a letter to the publishers of any magazine and ask 
for a year’s subscription. Inclose a check. 

4 . Write to the Lost and Found Department of any depart¬ 
ment store, inquiring whether the book you left on one of the 
counters has been sent to them. 

5 . Write to the American Express Company requesting that 
complete and detailed information concerning the proposed 
“World Tour ” for 19— be sent you. In addition send a request 
for certain pamphlets describing short tours within the United 
States. 

6. Write to J. G. Phyfe, 95 Front Street, your city, asking for 
information about various grades of coffee and requesting that 
samples be sent to: (List five names and addresses). 

7 . Write a letter to the Hudson River Navigation Corp., 
Pier 52, N.R., New York, asking for a reservation of a stateroom, 
with two single berths, New York to Albany, for two weeks from 
tonight. (Give day and hour of sailing.) You cannot name the 
steamer as you do not know which one will make the trip on that 
date. Inclose check for $3.50. 

8. You have assisted, during your high school course, the 
manager of the School Bank. Write to some bank in your city, 
stating exactly what you have done and asking for an opportunity 
for further training. 

9 . A neighboring high school is organizing a class in office 
practice. Your high school has been asked to give suggestions 
and information. Write a full and detailed letter describing the 


THE WRITING OF LETTERS 


111 


equipment of your own office practice room. Be specific and 
accurate. You may accompany your letter with a diagram, if 
you so desire. 

10 . You have received a letter from the General Organization 
of a neighboring high school stating that a school store is to be 
installed. Your high school has enjoyed the advantages of such 
a store for some time. Write a letter giving the advantages and 
suggesting various articles which have been found to be “good 
sellers.” 

11 . The business manager of your school paper is dissatisfied 
with the last issue. Write a letter to the printer, stating clearly 
the complaint in regard to each of the following items: a number 
of advertisements omitted, certain typographical errors, a blurred 
page, matter evidently belonging to another school inserted. Be 
specific and detailed. 

Write the reply that the printer would make. 

12 . Write to the Liberty Bank of Buffalo stating that you 
wish to open a checking account there. Give as reference the 
National Bank of Commerce, New York, where you have carried 
an account. 

13 . Write to the New York Times requesting that an adver¬ 
tisement be inserted which shall run for five consecutive days. 
Inclose check in payment. The advertisement is to secure for 
your employer, J. F. Case, Real Estate and Insurance, a second 
office assistant, one familiar with the dictaphone and an accurate 
typist. 

Prepare this advertisement and write the letter. 

14 . You are the owner of a Cadillac (5 passenger touring car). 
You live in Danville, Illinois. 

Write a letter to the State License Bureau, Albany, N.Y., 
requesting a tourist’s license for your car and inclose a check to 
the amount of $_ 

Inclose also a check to the amount of % -for your chauffeur’s 

license. 

15 . A letter has reached the firm by which you are employed, 
stating that certain merchandise ordered March 10, 19 has 
never been received. It is now March 21. 

Write a letter of explanation and apology. 

16 . Mrs. Herman J. Fleet of your city has written a note of 




112 


APPLIED OFFICE PRACTICE 


appreciation to the firm by which you are employed, because of 
the excellence of the service which she received during the Christ¬ 
mas rush season. 

Write the firm’s acknowledgment of this courtesy. 

17 . For the Edison Company write a letter acknowledging a 
customer’s letter and rectifying the overcharge in the electric light 
bill for March 19—. 

18 . Write a letter to a student who has completed the office 
practice course in your school. State some of the difficulties 
which you are experiencing in your work this term. Show clearly 
and definitely just what these difficulties are, and ask for assistance. 

19 . Write a letter giving an explanation of automatic filing to 
someone who has just received a position as a filing clerk. 

20 . Write a letter to a friend who has frequently been absent 
from the office practice class, explaining how to clean a type¬ 
writer. 

21 . Write to a beginner in typewriting, explaining the value 
of the “touch” system. 

22. Write a letter to your brother, who has just applied for a 
position as messenger boy, and state certain things which he 
should know about office routine. 

23 . Visit any bookshop in your vicinity. Note the choice and 
display of books. Comment on the way in which the books are 
sold. Write a letter suggesting various ways of improvement by 
which the shop could be made more attractive and more books 
sold. 

24 . Walk through your school lunchroom before the lunch 
hour and during it. Is the equipment up-to-date? Is the food 
appetizing? Is the service expeditious? 

Write a letter to the Chairman of the Lunchroom Committee 
making definite suggestions for improvement. 

25 . Walk through any big department store. Note the various 
conveniences and helps. Write to some smaller store, offering to 
establish one or more of these innovations. 

26 . Secure permission from your teacher to visit the Mail 
Department of some big firm in your town. Note carefully the 
method of sorting and distributing the incoming mail and the 
procedure which is followed in sending out the house mail. Write 
a letter to this firm expressing your thanks for the privilege which 


THE WRITING OF LETTERS 113 

has been given you, and stating that you found certain proce¬ 
dures (here speak in detail) excellent. 

27. The Tea Room Training Organization, 33 W. 42nd Street, 
your city, is organizing classes to train in the management of tea 
rooms, cafeterias, and coffee shops. Write a letter asking to be 
admitted to one of these classes. 

28. Answer the following advertisement: 

WANTED: CLERKS — Elementary school 
graduates with some high school or business 
school training. Clerical experience and good 
penmanship essential; some positions require 
knowledge bookkeeping and typewriting. Age 
18-25. Western Hardware Company, City. 

29. Answer the following advertisement: 

WANTED: TYPIST — One willing to learn 
dictaphone. Apply by letter only, stating age, 
experience, and salary expected. Colonial Works, 

233 Norman Ave., City. 

30. You have made application to a certain firm for a position. 
The firm has replied, asking the following questions. Write a 
letter which gives in full the information requested. 

Do you like the work you have asked for? 

How do you expect to spend your leisure? 

Have you any special reason for seeking employment with us? 
Do you desire a permanent or a temporary position? 

Through what means do you hope to secure advancement? 
Have you the patience to plan all the work you attempt to do, 
the energy to work through masses of detail, the accuracy 
to overlook no point, however small, in your day’s routine? 
Have you carefully considered the future of the work you are 
asking for? 

31. SALESWOMEN 

Are you busily engaged on Saturdays? The 
BARRIEMORE SHOP is in need of a few re¬ 
fined saleswomen possessing ability and charm 
to reinforce our sales staff on Saturdays only. 

THE BARRIEMORE SHOP 
1540 Broadway — City 

Answer this advertisement. 

32. “I would like to know if you have positions open in your 
filing department during the summer months for high school 
girls, as I would like to apply for a position.” 








114 


APPLIED OFFICE PRACTICE 


This is a quotation from an actual letter. Write a letter making 
a similar request which will give your training and some idea of 
a stronger personality than this letter shows. 

33 BANK 

A large downtown bank requires the services of 
a few bright energetic young women, 18 years 
of age or over; salary $60 per month to start; 
experience not necessary; excellent opportunity 
for advancement; congenial surroundings. In 
applying state age, education, experience, if any. 

V 896 Times Downtown 

Answer this advertisement. 

34 . a. Write to some wholesale furniture company in your 
vicinity, ordering a kitchen cabinet to be sent by express. Give 
catalog number and full shipping directions. Inclose postal 
money order. 

b. Write the firm’s acknowledgment of your order, and state 
that the cabinet was shipped the day following receipt of order 
(give date). 

35 . a . Write a letter to your teacher telling her that you are 
forced to leave school, and are applying for a position as typist 

with the_Company, of _._(Here fill in the 

name and address of company.) Ask her to be kind enough to 
write to this company about your school work and character. 

b. Write the teacher’s letter to the firm. 

c. Write a cordial note to this same teacher, telling her that 
you have secured the position for which you applied, and thank¬ 
ing her for her kindness in writing. 

36 . Write a letter which might appear as an advertisement in 
any magazine, pointing out the advantages of any one of the 
following: 

The express train over the covered wagon 
The automobile over the horse-drawn carriage 
The telephone over the town crier 

37 . Answer the following advertisement: 

Assistant to magazine production manager — 
preferably, although not necessarily, with pre¬ 
vious advertising make-up experience; intelli¬ 
gence and the ability to handle details with 
speed and accuracy essential; salary $25 to 
start. Write fully. Address H. 563 Times. 








THE WRITING OF LETTERS 


115 


38 . A new firm has written to you requesting information for 
their mailing list. They are very anxious to secure the names of a 
number of real estate agents, electrical contractors, architects, and 
steam fitters. By referring to some available directory or register, 
send the list requested and state in a courteous letter that you 
will be glad to give any other information which you can. 

39 . Your employer is out of town. A letter arrives which 
must await his return to be answered. Write a letter of acknowl¬ 
edgment. 

40 . Write a letter to a customer who has ordered by mail five 
yards of tapestry like a sample inclosed, telling her why the order 
cannot be filled. 

Diction 

The following words appear frequently in letters and are often 
misused. Find the exact meaning of each one and show how it 
should be used. 


ability 

besides 

good 

accept 

best 

got 

admission 

between 

guess 

admittance 

calculate 

hand 

advice 

can 

hoping 

advise 

capacity 

if 

affect 

choice 

imply 

agreeable 

communication 

inclosed 

all ready 

complaint 

inform 

almost 

council 

kind of 

already 

counsel 

lay 

all right 

different (from) 

lend 

alternative 

disclose 

liable 

among 

due 

lie 

appear 

effect 

like 

appreciate 

esteemed 

likely 

apt 

except 

line 

as 

farther 

loan 

as . . . as; so . , 

. . as few 

may 

balance 

former 

most 

beg 

from 

neither 

beside 

further 

occur 


116 APPLIED OFFICE 

PRACTICE 

of 

promise 

respectively 

off 

proposal 

same 

only 

proposition 

seem 

our (Mr. Brown) 

proved 

shall (will) 

party 

providing 

should (would) 

per 

real 

state (v.) 

person 

recent 

therefore 

principal 

remit 


principle 

respectfully 



A Business Dictionary 

This list has been compiled from many business letters. You 
may have occasion to use it from time to time. 

A. Insert the meaning of each word. 

B. Use correctly in a sentence. 


abstract 

adult 

annual 

acceptable 

advance 

annually 

acceptance 

advancement 

appellant 

accepting 

advantage 

appellee 

accessible 

advertise 

application 

accommodate 

advertisements 

appointment 

accommodation 

advice 

appraisal 

account 

adviser 

appraiser 

accrue 

advocate 

appreciate 

accumulate 

affidavit 

approaching 

accurate 

affiliations 

approximate 

achieved 

agencies 

arbitration 

acknowledging 

agreement 

architect 

acknowledgment 

agriculture 

argument 

acquisition 

allege 

arrangement 

action 

allowance 

ascertain 

active 

alphabetical 

assailant 

actuary 

ambiguous 

assent 

address 

ambitious 

assessment 

addressee 

analysis 

assets 

addresses 

analyze 

assigned 

adjustment 

announcement 

assignee 

administrator 

annoyance 

assignor 


THE WRITING OF LETTERS 


117 


assistants 

associates 

association 

assurance 

attendant 

attorney 

auctioneer 

audit 

authorize 

average 

avoid 

balance 

banker 

bankruptcy 

bargained 

basis 

billhead 

binding 

births 

bonus 

bookkeeper 

bookkeeping 

borrow 

bought 

boycott 

breach 

breakage 

brevity 

budget 

builder 

bursar 

business 

buying 

cablegram 

calculate 

canceled 

capitalist 

carbon 

career 


carelessness 

cashed 

cashier 

census 

certificate 

certified 

charges 

chattel. 

cheat 

cheating 

check 

circular 

citizen 

claim 

classified 

clearing house 

client 

collateral 

collect 

collection 

collision 

column 

commerce 

commercial 

commission 

commodities 

common 

communicate 

communication 

community 

companies 

company 

competence 

competent 

competition 

competitor 

complaint 

completely 

complicated 


compromise 

comptroller 

concede 

concentrate 

concession 

conference 

confidential 

connect 

consensus 

consent 

consideration 

consignee 

consignment 

consignor 

consistency 

consolidated 

constituency 

consult 

consulting 

contents 

continuation 

contract 

contractor 

control 

controversy 

convenient 

conveyance 

convince 

cooperation 

copartnership 

corporation 

correction 

correctness 

correspondence 

correspondent 

corresponding 

corrugated 

countermand 

countersign 


APPLIED OFFICE PRACTICE 


118 

coupons 

court 

covenant 

craftsman 

credential 

credit 

creditor 

cumulative 

currency 

customer 

customers 

daily 

damage 

debit 

debt 

debtor 

decision 

declared 

decrease 

defalcate 

defective 

defendant 

defensible 

delinquent 

deliver 

denomination 

depart 

department 

dependent 

deponent 

deposit 

depositor 

description 

designate 

destination 

destroyed 

destruction 

devise 

diary 


dictaphone 

difference 

director 

directory 

disbursement 

discount 

discrepancy 

discussion 

dispatch 

display 

dispose 

distribution 

dividend 

document 

draft 

drawee 

drawer 

due 

duplicate 

duplicator 

duties 

earning 

economize 

effective 

election 

eligible 

embargo 

embarrass 

emergency 

emphasize 

employe 

employer 

encumbrance 

endowment 

enforceable 

enforced 

engagement 

enterprise 

envelope 


errors 

essential 

estate 

estimate 

evidence 

exaggerate 

examine 

excellent 

executive 

executor 

expenditure 

expense 

expensive 

expiration 

export 

exterminate 

extra 

facilitate 

facility 

facsimile 

factory 

fails 

feasible 

fee 

files 

filing 

financial 

financier 

firm 

fiscal 

fluctuate 

folders 

follow-up 

foreclosure 

foreign 

foreman 

forge 

fragile 

franchise 


THE WRITING OF LETTERS 


119 


freight 

fulfilled 

fundamental 

funds 

future 

geographical 

goal 

guarantee 

guides 

hectograph 

identification 

identify 

ignorance 

illustrate 

illustration 

immediately 

impartial 

import 

importer 

income 

incoming 

incorporate 

increase 

independent 

index 

indorse 

indorsement 

inducement 

industrial 

information 

infringement 

inherit 

initial 

initiative 

injustice 

insertion 

insolvency 

insolvent 

inspect 


installed 

installment 

instant 

instrument 

insurability 

insurance 

insure 

intelligently 

interest 

interpretation 

introduce 

invaluable 

inventory 

invested 

investigate 

investing 

investment 

invoice 

involving 

issue 

itemize 

items 

journal 

journey 

judicious 

junior 

knowledge 

label 

lawful 

lawyer 

league 

lease 

ledger 

legacies 

legal 

legibility 

legible 

legitimate 

lend 


lessee 

lessor 

letterhead 

liabilities 

liable 

libel 

limitation 

liquidate 

listing 

litigation 

loan 

mail-order 

maintain 

majority 

management 

manipulate 

manufacturers 

manufacturing 

market 

marketing 

mastering 

maturity 

memorandum 

mercantile 

merchandise 

merchant 

merits 

message 

messenger 

mileage 

mimeograph 

minimum 

mining 

minority 

miscellaneous 

misrepresent 

misstatement 

mistake 

monetary 




120 

APPLIED OFFICE 

PRACTICE 

money 

percentage 

profitable 

money order 

perforator 

profits 

monopolize 

perform 

progress 

mortgage 

perishable 

promissory 

multigraph 

perished 

promote 

multiple 

perjury 

promotional 

mutual 

permission 

property 

negotiable 

permit 

proprietor 

neostyle 

personal 

proprietorship 

nominate 

plaintiff 

prospered 

notebook 

policy 

protection 

notified 

population 

protest 

notify 

possession 

provision 

obligation 

postage 

public utilities 

observe 

posting 

purchaser 

occupation 

postpone 

purchasing agent 

office 

practice 

pursuant 

officer 

preamble 

quantity 

official 

precaution 

quorum 

operator 

preferred 

quotation 

opinion 

prejudice 

rates 

opponent 

preliminary 

rating 

opportunity 

premium 

real estate 

ordinance 

preparation 

receipt 

organization 

prescribe 

receivable 

organize 

president 

reciprocate 

originate 

preyed 

reclaiming 

outgoing 

primary 

recognize 

outlawed 

principal 

recommend 

overcrowded 

principle 

recommendation 

owe 

private 

reconcile 

ownership 

privilege 

recording 

pamphlet 

probate 

records 

parties 

proceed 

referee 

partitions 

procedure 

references 

partner 

producer 

refuses 

patronize 

production 

register 

payable 

professions 

registrar 

payment 

profit 

reimburse 


THE WRITING OF LETTERS 


121 


reliable 

reminders 

remittance 

remuneration 

rendered 

repay 

replace 

report 

representative 

repudiate 

requisition 

residence 

resource 

respectfully 

respectively 

respondent 

responsible 

responsibility 

retail 

retired 

revenue 

risk 

roller press 

roller press copier 

round-trip 

route 

routine 

rules 

ruling 

rural 

sacrifice 

salary 

salesman 

sample 

sanction 

saving 

schedule 

science 

scope 


seal 

sealed 

secondary 

secretary 

sections 

security 

senior 

separate 

service 

shipments 

shipped 

shipper 

shipping 

signature 

skilled 

solicited 

sources 

space 

specific 

specified 

speculator 

staff 

statement 

statistician 

statistics 

statute 

stenographer 

stipulate 

storing 

subdivision 

subscriber 

subsequent 

substitutes 

success 

summary 

sundry 

superintendent 

supremacy 

surplus 


survey 

syndicate 

systematize 

telegram 

telegraph 

telephone 

teller 

tenant 

tentative 

terminal 

terminate 

testify 

ticker 

ticket 

time table 

trades 

trading 

training 

transaction 

transcribe 

transit 

transmittal 

transport 

transportation 

traveler 

treasurer 

trespass 

trucking 

trust 

trustee 

typewriter 

ultimate 

uncertified 

uncollectable 

underwriter 

unduly 

unintelligible 

unproductive 

unskilled 


122 

useful 

usury 

utility 

utilize 

valuable 

valuation 

value 

valued 


APPLIED OFFICE PRACTICE 


vaults 

wants 

venture 

. warehouse 

vertical 

waybill 

via 

wealthy 

vocation 

wholesale 

void 

wrapping 

vouch 


voucher 



CHAPTER VI 


TELEGRAPH, CABLE, AND WIRELESS SERVICE 

To the Instructor: The universal demand for speed makes this 
chapter imperative. In many instances letters are too slow. Business 
offers, notices of change, important information, unavoidable delays 
demand a speed of communication impossible by mail. Students 
must gain familiarity with the different kinds of service, with the 
books which supply the rates, and must become skillful in compressing 
information so that the message is clear, telling, and concise. 

Certain rate books published by the Telegraph Companies are 
referred to in this volume. Some of the problems demand their use. 
It will be wise, therefore, to equip the office practice classroom with 
copies of the Tariff Book published by the Western Union, or Postal 
Telegraph-Cable Company; Cable Rate Book of Postal or Western 
Union; Radio Rate Book of the Radio Corporation of America; some 
code book such as ABC, Acme, Bentley’s or Al. Old copies are 
available and are useful for classroom problems; but pupils must 
be warned that for real business, copies of the booklets should be se¬ 
cured at frequent intervals, since regulations and rates are subject to 
change. 

In addition to the telephone, other means of conveying 
messages are the telegraph, the cable, the wireless, and the 
radio. The telephone permits direct communication be¬ 
tween two persons, but does not give the written record 
which is made when the telegraph is used. 

It is important that you should be familiar with the 
different classifications of the telegraphic and cable service 
and know when each should be used. Directions for the 
use of the rate or tariff books and for the use of code books 
are given in the books referred to in the second paragraph 
above. It is essential that you acquaint yourself with 
them. You must know how to count the words of a mes- 

123 


124 


APPLIED OFFICE PRACTICE 


sage and how to estimate the cost. You must learn to ex¬ 
press yourself clearly, in the fewest possible words, and 
you must learn how to file messages by telephone with 
the telegraph company. You should also know what is 
meant by a mutilated message, by “repeat back,” and by 
“ report delivery.” 

The service divides itself into three classifications: 

Telegraphic service. This deals with land messages 
transmitted by wire from one part of the country to 
another, or from one country to another where no large 
body of water intervenes. A message from New York to 
Los Angeles, from New York to New Orleans, or to any 
other city or state within the United States, will be trans¬ 
mitted by telegraph. So, also, a message from New York to 
Winnipeg, Canada, or to Mexico City, Mexico, will likewise 
be transmitted by telegraph. 

Cable service. This has to do with communications by 
submarine cables between countries separated by a large 
body of water. A message to Edinburgh, to Buenos Ayres, 
to Montevideo, or to Cairo, may be transmitted by cable. 

Wireless and radio. The term 11 wireless” is used to 
define messages transmitted by wireless telegraphy between 
two given points or places. The radio identifies messages 
transmitted by wireless telegraphy between ship and shore, 
or between shore and ship. 

Time differences. In sending messages of any kind, you 
must take into consideration the difference in time between 
certain sections of the United States and between the 
United States and other countries. Within the United 
States, there are four time zones, differentiated by the 
names: Eastern, central, mountain, and Pacific time. Be¬ 
tween Eastern time and central time there is an hour’s dif¬ 
ference; between Eastern time and mountain time, two 
hours; and between Eastern time and Pacific time, three 
hours; that is, Eastern time is later than central, mountain, 
and Pacific time by the differences specified. 


The Telegraph 



»r 

\SV»V.V. .*> . , 














:SSSS 


125 


♦ 









126 


APPLIED OFFICE PRACTICE 


Between the United States and other countries the time 
chart for cable users shown below will give the time 
differences. There is a difference of five hours between New 
York and Great Britain, a difference of one hour between 



New York and the Argentine, ten hours and thirty minutes 
between New York and Bombay, and five hours between 
New York and France. 

These differences are based on Standard Eastern Time. 
Daylight Saving Time is not used. 

Time Chart For Cable Users 

To determine the time in foreign countries add the following hours 
and minutes to Standard Eastern Time. 



H. 

M. 


H. 

M. 

Aden. 

. 8 

0 

Bombay. 

. 10 

30 

Algeria. 

. 5 

0 

Borneo. 

. 13 

0 

Argentine. 

. 1 

0 

Bosnia. 

. 6 

0 

Austria. 

. 6 

0 

Brazil. 

. 2 

0 

Azores. 

. 3 

0 

Bulgaria. 

. 7 

0 

Batavia. 

. 12 

0 

Burmah. 

. 11 

30 

Belgium. 

. 5 

0 

Calcutta. 

. 11 

11 

Bolivia. 

. 0 

0 

Canary Islands...... 

. 5 

0 





















TELEGRAPH, CABLE, AND WIRELESS SERVICE 127 


Cape Colony. 

... 7 

0 

Orange River Colony.... 

7 

0 

Chili. 

. . . 0 

0 

Paraguay. 

1 

0 

China. 

... 13 

0 

Peru. 

. . 0 

0 

Cuba. 

. . . 0 

0 

Philippines. 

. . 13 

0 

Czecho-Slovakia. 

. .. 6 

0 

Poland. 

. . 6 

0 

Denmark. 

... 6 

0 

Porto Rico. 

1 

0 

Egypt. 

. .. 7 

0 

Portugal. 

. . 5 

0 

France. 

. . . 5 

0 

Portuguese E. Africa.... 

7 

0 

Germany. 

. . . 6 

0 

Portuguese W. Africa_ 

6 

0 

Gibraltar. 

... 5 

0 

Queensland. 

. . 15 

0 

Great Britain. 

... 5 

0 

Rhodesia. 

7 

0 

Greece. 

... 7 

0 

Roumania. 

7 

0 

Holland. 

. . . . 5 

20 

Russia. 

7 

0 

Honduras. 

1 

0 

Servia. 

.. 6 

0 

Hong Kong. 

... 13 

0 

Sierra Leone. 

.. 5 

0 

*Honolulu. 

... 5 

30 

South Australia. 

.. 14 

30 

Hungary. 

.... 6 

0 

South-West Africa. 

.. 6 

0 

India. 

.... 11 

30 

Spain. 

5 

0 

Italy. 

. . . . 6 

0 

Straits Settlements. 

. . 12 

0 

Japan. 

. . . . 14 

0 

Sweden. 

.. 6 

0 

Jugo-Slavia. 

.... 6 

0 

Switzerland. 

6 

0 

Madeira. 

4 

0 

Tasmania. 

. . 15 

0 

Malta. 

. . . . 6 

0 

Transvaal. 

7 

0 

Mexico City. 

1 

0 

Turkey. 

7 

0 

Natal. 

. ... 7 

0 

Uruguay. 

1 

0 

New South Wales. 

.... 15 

0 

Venezuela. 

1 

0 

New Zealand. 

.... 16 

30 

Victoria. 

.. 15 

0 

Norway. 

.... 6 

0 

West Australia. 

.. 13 

0 


* Deduct 

Number Filing 

of words Date Time 

For instance — A Cablegram marked LONDON 10 22/320P 

The table above shows that 3:20 p.m. London is equivalent to 10:20 a.m. 
New York time, so that this message, if received in New York at 10:55 a.m., 
was 35 minutes in transit. 

Telegraph Service 

Telegrams are land communications sent by wire within 
the borders of a country, or to an adjacent country not 
wholly separated by a large body of water. 

In all classifications of the telegraph service in the United 
States, only the words in the body of the message are 
counted and charged for. The words contained in the inside 


























































128 


APPLIED OFFICE PRACTICE 


address and one signature are not charged for. In foreign 
countries a charge is made for each word in the telegram. 

In writing the message, no punctuation marks should be 
used unless the sender wants them transmitted. In this 
case, each punctuation mark will be charged as a word. 
The message should be so worded that its meaning is clear 
without the aid of punctuation marks. The message must 
be plainly written. Typewritten messages are always best, 
not only because they are more legible but also because it is 
a simple matter to make copies of them. 

To keep the cost of messages down is also important. 
They should be as brief as clearness will permit. As aids 
to this end, certain concise forms of expression have been 
devised which are called code and cipher words. 

A code word is a group of letters, not exceeding ten, used 
to represent words or phrases. For example: 


Word Meaning 

geldriem.Make complete search on validity and scope 

of patent and report to me at once 


.y CLASS OF SER' 

✓ICE DESIREDV 

TELEGRAM 


FULL RATE 


DAY LETTER 


DEFERRED 


NIGHT 

MESSAGE 


CABLE 

LETTER 


NIGHT 

letter 


WEEK END 
LETTER 


Patrons Bhoa 

desired; othe 
\ transmit 

d cheek class of epnnce 

rwise message will be 
ted as a full-rato 



NEWCOMB CARLTON 


. WILLEVER. TIP 


Send the following mezsQgc, subject to the forme on bach hereof, which are hereby agreed to 


1207-A 


J NO. 

CASH OR CHG.V 


CHECK 

TIME FILED 

s 

_ r 


To 


Street and No - 

Place. 


Sender f I address THE QUICKEST, SUREST AND SAFEST WAY TO SEND MONEY Sender’s telephone 

jot reference IS BY TELEGRAPH OR CABLE number 


Telegraph Blank 

This blank may be used for all forms of telegraph or cable service. 
Standard time is always used in timing telegrams. 
































TELEGRAPH, CABLE, AND WIRELESS SERVICE 129 

Three copies, an original and two carbon copies, of 
outgoing messages are made in many offices. The original, 
written on the regular blank form of the telegraph com¬ 
pany, is sent for transmission; the duplicate is mailed 
immediately with a letter confirming the message, thus 
enabling the receiver to compare the message as received 
with the confirmation copy; and the triplicate is placed in 
the office files. In some offices an extra carbon copy is made 
for the accounting department for use in checking the 
monthly telegraph bill. 

Major uses of the telegraph. 

I. Business. 

1. Acknowledging first orders. 

2. Wiring for credit information. 

3. Expediting shipments. 

4. Acknowledging complaints. 

5. Giving notice of price changes. 

6. Giving notice of style changes. 

7. Giving advice on meeting competition. 

8. Paving the way for salesmen. 

9. Inviting buyers. 

10. Reviving inactive accounts. 

II. Communicating between salesmen’s calls. 

12. Encouraging purchase of additional items (numbers). 

13. Supplementing advertising. 

14. Encouraging salesmen. 

15. Instructing branches and salesmen. 

16. Stimulating sales campaign. 

17. Conducting special sales. 

18. Making daily sales reports. 

19. Quoting prices or making offers. 

20. Sending salesmen’s orders. 

21. Answering inquiries. 

22. Tracing orders or shipments. 

23. Wiring shipping dates of orders. 

24. Daily production reports. 

25. Requesting replies to unanswered letters. 


130 


APPLIED OFFICE PRACTICE 


26. Accepting offers. 

27. Requesting prices. 

28. Replenishing stocks. 

29. Sending money orders to salesmen. 

30. Collecting delinquent accounts. 

II. Emergency. 

Accidents. 

Illness. 

Death. 

III. Social. 

Telegrams are the new vogue in social correspondence, and are 
appropriate for messages of congratulation, greeting, and con¬ 
dolence, or messages making plans and arrangements. Special 
blanks and envelopes of appropriate design are supplied by the 
telegraph companies for Christmas, New Year’s, St. Valentine’s 
Day, Easter, Mother’s Day, and Thanksgiving Day messages; 
and one of the leading telegraph companies now furnishes four 
other special blanks for birthdays, anniversaries, weddings, and 
social messages. 

In messages of some length, the words are more easily 
counted if they are tabulated, thus: 


Butler 

American Paper 

Co 


221 

West Monroe St 



Chicago Ill 



Goods 

ordered 

by 

wire 

Friday 

not 

received 

Must 

have 

them 

immediately 

or 

deal 

reply 

is 

off 

Wire 

Pettes 

& Company 



Code language may be used in all classifications of the 
telegraphic service. 

Telegrams are classified as: 

Full-rate telegrams. This classification offers the best service, 
and is used wherever immediate transmission and prompt delivery 
are essential. Telegrams are on a ten-word basis, that is, there 
is a basic charge for the first ten words, with an additional charge 
for each word over ten. 

Day letters. These are transmitted during the day only, and 


TELEGRAPH, CABLE, AND WIRELESS SERVICE 131 


are secondary in importance to full-rate telegrams. The latter 
take precedence over these special rate communications. The 
cost of a fifty-word day letter is one and one-half t times the cost 



New York, September 1, 1929 


J. L. JONES AND COMPANY 

SAN FRANCISCO, CALIF, 

SHIP IMMEDIATELY TEN THOUSAND BLUE FOLDERS MUST HATE 
SEPTEMBER SIXTEENTH. 

H. S. BOXMAN AND COMPANY 


An Outgoing Telegram 

of a ten-word full-rate telegram. If day letters must reach busi¬ 
ness offices before the close of business on the day of their date, 
they should be sent early in the day. 

Night messages. These are messages accepted by the tele¬ 
graph companies up to 2 a.m. for delivery the morning of the 
following business day. For messages of moderate length, this is 
the cheapest overnight service. Night messages are on a ten- 
word basis as in the case of full-rate telegrams, but the rate is 
lower. 

Night letters. These may be sent at any time during the day 
and at night up to 2 a.m., for delivery the morning of the next 
business day. The cost of a fifty-word night letter is the same as 
for a ten-word telegram. This is the cheapest class of service 
for messages in excess of thirteen or fourteen words, and it is used as 
an inexpensive substitute for the mails by business firms through¬ 
out the country. The telegraph company at point of destination 
may make delivery by mail if it chooses, but messenger delivery 
is made in most cases. 

















132 


APPLIED OFFICE PRACTICE 



Sending and Delivering Messages 

Messages may be filed with the telegraph company by 
merely calling “Western Union/’ “Postal,” or the tele¬ 
phone number of the local company and dictating the 
message. The message should be typewritten in advance 
and carefully read to the telephone-recording operator. 


Printing Telegraph Machine 

To guard against errors, the operator reads back the mes¬ 
sage. Of course a copy of this message should be placed in 
the office files. 

To guard against errors in transmission, important mes¬ 
sages are often repeated back. The request for this service 
is made by writing the words “Repeat Back” in the box 
marked “Check” in the upper right-hand corner of the 
telegraph blank. An additional charge is made for this 
service. In the case of telegrams it is one half the cost of 




TELEGRAPH, CABLE, AND WIRELESS SERVICE 133 


the unrepeated message, for cablegrams it is one quarter 
the cost of the unrepeated message. In addition, the two 
words “Repeat Back” are counted and charged for. 

Private telegraph wires. Many of the larger firms and 
establishments have private telegraph wires connected 
directly with the operating departments of the telegraph 
companies. Since the advent of the modern printing 
telegraph machines, many of these wires ar£ equipped 
with these machines for sending and receiving telegrams. 
The printing telegraph machines are not unlike typewriters 
and can be operated by any typist after receiving brief 
instructions. By depressing the keys on this machine, the 
characters are printed simultaneously on gummed tape, on 
both the sending and receiving machines. The gummed 
tape is then placed on a message blank. This modern ma¬ 
chine is rapidly superseding the Morse code system of tele¬ 
graphing. 

Cable Service 

Cablegrams are communications transmitted by sub¬ 
marine cable between countries separated by a large body 
of water. 

In all classifications, titles, addresses, signatures, as well 
as all words in the text, are counted and charged for. 

The cable service is classified as follows: 

Full-rate cablegrams. These are used for communications 
requiring quick transmission and prompt delivery. This is the 
standard cable service. These messages may be written in plain, 
code, or cipher language, or in combinations of the three. In 
plain language, words of fifteen letters or fraction thereof are 
counted as one word. The charge is on a word basis. 

Deferred (half-rate) cablegrams. This form of service is 
designed for plain-language communications that will stand the 
delay incident to being subordinated in transmission to full-rate 
messages. The rates are generally one half of the full rate. Mes¬ 
sages must be in the language of the country of origin or of the 
country of destination, or in French. 


134 


APPLIED OFFICE PRACTICE 


Cable night letters. This form of service is possible because 
there are times when cable facilities are not busy. It is designed 
primarily for business communications of a semi-important 
character and for social use. Cable night letters are delivered 
the day after they are written, except to places in the Near East 
and the Far East which are subject to forty-eight-hour delivery. 
The charge for cable letters is approximately one third of the full 
rate. A minimum of twenty or twenty-five words is charged for, 
according to ‘destination. This service is available to most coun¬ 
tries of the world. 

Week-end cable letters. This class of cable message, if filed 
with the cable company before midnight Saturday, is deliverable 
at destination on Monday morning. The Week-End Cable Letter 
Service has been extended to most countries of the world. This 
service furnishes a valuable method of communication between 
business institutions and their foreign branches or correspondents, 
also for social correspondence exchanged by tourists traveling 
abroad. The charge for week-end cable letters is approximately 
one quarter of the full rate. A minimum of twenty or twenty-five 
words is charged for, according to destination. 

Cable messages are for the most part written in code. 
There are two reasons for this: First, the fact that the 
conciseness of the code makes the message less expensive; 
second, the fact that under certain conditions it is advisable 
that the nature of the information be concealed. Code 
language may be used in full-rate messages only. 

Messages sent so that the sense is intelligible are said to 
be in plain language; i.e., the language of the country — 
English, French, Spanish, etc. 

Code messages. Messages in code are expressed by 
certain arbitrary words which identify specific phraseology. 
For instance, the English word formally has been given the 
arbitrary meaning of negotiating; and the French word en- 
filons has been given the meaning of can be ignored. The 
artificial word fleche has been given the arbitrary meaning 
of moment. 

Flecken means Do not leave it until the last moment . 


TELEGRAPH, CABLE, AND WIRELESS SERVICE 135 

Among the best known public code books or systems 
are: ABC, Acme, Al, Bentley's, Lieber's, Scott's, and 
Western Union . Code words are listed alphabetically in 
code books. Divisional headings in heavy type give the 
most important word in the phrases and sentences of the 
different groups. 

Code messages are divided into two categories, A and B. 

Under Category A, code words of not more than 10 letters must 
have at least one vowel if they comprise not more than five letters; 
at least two vowels if they comprise 6, 7 or 8 letters, and at least 
three vowels if they comprise 9 or 10 letters. In code words of 
more than five letters one vowel at least must be in the first five 
letters, and at least one vowel in the rest of the word. The third 
vowel in the case of code words of 9 or 10 letters may be placed 
anywhere in the word. The authorized vowels are a, e, i, o , u and y. 
Code words formed of combinations of plain language words con¬ 
trary to the usage of the language to which they belong are prohib¬ 
ited. Words in plain language used in code messages of Category 
A are counted at the rate of 10 letters or fraction of 10 letters 
to the word. Cipher in Category A code message is counted at 
five figures or letters to the word. 

Under Category B, code words of not more than five letters may 
be formed without restriction. Figures and groups of figures 
unless written as words are not admitted. However, genuine 
commercial marks consisting of figures and letters will be accepted. 
In messages accepted under Category B the indication CDE 
must be inserted in the preamble, and must be transmitted to 
destination. No charge is made for this indication. Accented 
letters are not permitted, and diphthongs are counted as two 
letters each. Words in plain language used in code messages of 
Category B are counted at the rate of five letters to the word. 

Messages of Category A are subject to full-rate charges. Those 
of Category B are charged for at two thirds of the full rate with 
a minimum charge for four words. 

To ascertain the charge under Category B compute the tolls 
for the message on the basis of full rates and then multiply by 
two thirds. For instance, 10 words Chicago to France, 31 cents 
per word full rate, $3.10 X f = $2.06i or $2.07. 


136 


APPLIED OFFICE PRACTICE 


Messages containing both Category A and Category B words 
are charged for at full rates. 

Paid service advices sent in connection with Category B mes¬ 
sages must be charged for at full rates. 


Code Word Translation 

Impiccasse.A great service has been rendered by 

Impiccione.Amount claimed for service rendered 


Here the most important word is “service,” and accordingly 
the heading under which to look is “service.” Then follow down 
under this heading until the right expression is found. If the 
proper word cannot be located in this way, another heading or key 
word of similar meaning should be tried, or the next word of im¬ 
portance in the sentence or phrase which is to be reduced to 
code should be tried. 


66995 Impfzweige.Will serve. 

66996 Impiabamus.... Will serve for the present. 

66997 Impiadade. Will serve until. 

66998 Impiandis.Will serve-with formal notice to. 

66999 Impianella.Served. 

67000 Impiantano. Has been served with. 

67001 Impiantare. Has not yet been served. 

67002 Impiantava. Has served to. 

67003 Impianto. Have they been served? 

67004 Impiastri. Have not served. 

67005 Impiatorum. Have served. 

67006 Impiatos.. Have you been served? 

67007 Impiaturam. Have you served? 

67008 Impiaturos .... If they have been served with. 

67009 Impiaverat. If they have not been served with. 

67010 Impiavimus. If you have been served with. 

67011 Impiavisse. If you have not been served with. 

67012 Impicabunt. May be served at any moment. 

67013 Impicandi.Service. 

67014 Impicandos.Accepted service. 

67015 Impicarent. Accept service. 

67016 Impiccasse. A great service has been rendered by. 

67017 Impiccione. Amount claimed for service rendered. 

67018 Impicture. Bill for services rendered. 


Section of a Code Book 


























TELEGRAPH, CABLE, AND WIRELESS SERVICE 137 


/CLASS OF SERVICE DESIRED \ 


Pttrona Bhoald ehoek class of apnrice 


WESTERN 

UNION 


NEWCOMB CARLTON. PRESIDENT 


C. WILLEVER, NRET V 


Send Ihcpillowing menage, lubjeet to the term i on back hereof, which are hereby agreed to 


J NO. 

CASH OR CHC.V 


CHECK 

TIME FILED 

s 

r 


1 2 3 4 5 6 7 

BR 18 9 CABLE=NEW YORK NY MAR 17 1931 

8 9 

BANKBRIDGE= 

10 11 
AMSTERDAM= 


JEDAYJABOG GYFIFHEBEC HEBAYHEBKI 

13 

IKDUZITCER ITCOBFIBIM FYAPIKAMAC= 

14 15 

YORKCHANGE. 


An Outgoing Cablegram 

The figures above parts of the cablegram do not appear in the original, but 
refer to the following explanation: 

1. The office call. 

2. The message number. 

3. The check, which indicates the total number of words, including the 
address and signature, that the message contains. 

4. This word is carried as a part of the check in all cable messages. It is 
not counted or charged for. 

5. An equal sign is always placed immediately before the point of origin. 

6. The point of origin, or the name of the place at which the message is 
given to the telegraph company. 

7. The date on which the message is given to the telegraph company. 

8. Registered code address which indicates to the office at the destination 
the name and address of the person to whom or the firm to which the message 
is directed. It is counted and charged for. 

9. An equal sign is always placed immediately after the name of the 

addressee to separate it from the address. 

10. The destination which is counted and charged for. 

11. An equal sign is always placed immediately after the name of the 

destination to separate it from the text. 

12. The text, which in this message consists of ten-letter code words. 

13. An equal sign is always placed at the end of the text to separate it from 
the signature. 

14. The signature which is counted and charged for. 

15. A period is always placed immediately after the signature as an 
indication that the message is completed. 























138 


APPLIED OFFICE PRACTICE 


Private code systems. When secrecy is important, code 
systems worked out privately and known only to officials 
or to trusted employes are used. These codes are changed 
frequently lest they become too familiar. 

Cipher messages. Cipher messages are those composed 
of groups of figures having a secret meaning, or of words, 
names, expressions, or combinations of letters not fulfilling 
the conditions of plain language or of code language. The 
combination of figures and letters with a secret meaning in 
one group is not allowed. The count is five figures or letters 
to the word, and the charge is on the basis of full rates. 
Words in plain language used in cipher messages are 
counted at the rate of fifteen letters to the word. 

36213.. . .Cannot now sell at prices previously advised 
Abbdb. . . (I or We) cannot accommodate you 

Illustration of Cipher Words 

Registered cable address. This is one word, often made 
up of parts of the firm name, as “Jacowi” representing James, 
Colgate & Wilson, and sometimes an arbitrary word, as, 
for instance, “ Excelsior.” In New York the name under 
consideration for a cable address is submitted to a central 
registration bureau representing the various cable com¬ 
panies. If it is found that the selected word is available, 
the cable address will be accepted by all the cable com¬ 
panies and registered. A fee of $2.50 a year or $1.50 for 
six months is charged for the registration. Outside of 
New York, registrations are made direct with the tele¬ 
graph companies. A cablegram, accordingly, intended 
for James, Colgate & Wilson of London, should be ad¬ 
dressed merely “Jacowi, London.” The object of using 
registered cable addresses is to reduce the cost of mes¬ 
sages by reducing the number of words resulting from the 
use of full addresses. 

Reversible cable address. The reversible cable address 
operates between two firms and is a way of reducing the 


TELEGRAPH, CABLE, AND WIRELESS SERVICE 139 

cost of messages through the omission of the signature. 
Two firms doing extensive cable business with each other 
agree upon a name, sometimes made up of parts of both 
firm names, sometimes an arbitrary word, which is regis¬ 
tered with the cable companies by each firm at the place 
where it is located and is thus jointly adopted. For 
example, Jones Brothers, in Edinburgh, and Wilson & 
Company, in New York, may each register the code address 
“Jowil.” When Jones Brothers in Edinburgh receive a 
cablegram addressed “Jowil,” from New York, they know 
that it is from Wilson & Company; and when Wilson & 
Company in New York receive a cablegram addressed 
“Jowil,” from Edinburgh, they know that it is from Jones 
Brothers. Thus no signature is necessary. 

Translating messages. Messages received in code must 
be translated. This is known as “unpacking” or “decod¬ 
ing” the message. The translation may be shown in three 
ways: 

\ Py interlining the meaning on the cable form as received, 
using a different colored ink. 

2. By attaching to the cable form a slip giving the typed or 
handwritten translation. 

3. By writing the translation on a printed form designed for 
this purpose. 

Mutilated messages. These are cablegrams containing 
code words which are not decipherable nor understood 
when received. In such case, the addressee may obtain 
free of charge from the cable company a verification or a 
correction of the obscure or unintelligible words. 

Money Order by Telegraph or Cable 

Occasions often arise when money must be transferred 
to a distant point immediately. Money may be telegraphed 
or cabled to meet obligations such as insurance pre¬ 
miums, taxes, assessments, and mortgages; as a deposit to 


140 


APPLIED OFFICE PRACTICE 


J - 


NO. 


TIME 


TILED 


RECEIVED 


BY 



WESTERN UNION 


NEWCOMB CARLTON, PRESIDENT 


J. C. WILL EVER. first vice-president 


MONEY 

ORDER 

CHARGE 


THE WESTERN UNION TELEGRAPH COMPANY: 
Subject to the conditions below and on back 


PAY TOl 




ANY: ) # 

hereof, which are hereby agreed to, / ^ _ I 

orrAfc / datk 


Street Address 


IP TO A WOMAN GIVE PREFIX MRS. OR MISS. IP PRACTICABLE 



(A message, to delivered with the money, costs but a little more 
and saves a separate telegram. It may be written on the following lines) 

Message to be delivered with the money t- 


Positive evidence of personal identity i9 NOT to be 
required from the Payee, and I authorize and direct 
the Telegraph Company to pay the 6um named in this 
order at my risk to 6uch person as its agent believes 
to be the above named Payee, UNLESS the following is 
6igncd.* 


POSITIVE PERSONAL IDENTIFICATION REQUIRED 


Signature. 


/£■ 




* Identifying questions to At isked person claiming payment without personal identification, may be written below 


Wder-o Addreu 4/ L S 

for Reference 

•itten below: * 


Sender’s Telephone 
N umber- 


Telegraphic Money Order 


guarantee a purchase, sale, contract, or advertisement; to 
travelers and traveling salesmen; for railroad and steam¬ 
ship tickets; wherever, in fact, the quick transfer of money 
is necessary. 

The transfer is in the form of an order by the local office 
of the telegraph or cable company on the office at point of 
destination. In certain cases, payment is made at banks, 
or at an office in a nearby town or city if there is no office 
of the transmitting company at place of destination. 

The procedure is similar to that in buying a postal money 
order. The sender deposits the amount to be transmitted 
and pays the sending charges to the local office. This 
office then sends over the wires to the office of the trans¬ 
mitting company at the point of destination the order for 
payment of the amount specified. The sender may or may 






































TELEGRAPH, CABLE, AND WIRELESS SERVICE 141 

not require that the person to whom the money is made 
payable furnish full and positive personal identification. 
If he requires this, he signs the clause headed “ Positive 
Personal Identification Required ” in the lower left-hand 
corner of the blank. If he does not require it, he does not 
sign that clause. 

If for any reason the money transferred cannot be paid, 
the sender is notified immediately and the amount re¬ 
turned. 

On page 140 is a diagram of a money order showing date, 
the name and address of the person to whom the money is 
payable, the amount to be transmitted, the message, the 
sender’s name, address, and telephone number, and the 
signature under the clause requiring strict identification 
as it should be filled out when such identification is 
required. If positive personal identification is not to be 
required, the signature in the lower left-hand corner will be 
omitted. 

A variation of the standard Telegraphic Money Order is 
the Gift Order Service by which money may be sent as a 
gift accompanied by a suitable message for which no extra 
charge is made. 


Radiograms and Radioletters 

Radio has become such an important factor in communi¬ 
cation that no treatment of telegraphic messages would be 
complete without special mention of its usefulness. Start¬ 
ing in the early part of this century with messages from 
ship to ship, it added communication from ship to shore 
and shore to ship, and broadened to include also telegraphic 
service between continents, and recently between a few 
cities within the United States. Approximately 50 per cent 
of all messages sent across the Pacific, 30 per cent of the 
transatlantic messages and from 20 per cent to 25 per cent 
of South American messages now go by radio. In the early 


142 


APPLIED OFFICE PRACTICE 


days of radio telegraphy, the service generally was referred 
to as “wireless.” “Radio” is the term more popular in 
modern usage as indicating the expanded services offered, 
but the terms “wireless” and “radio” are absolutely syn¬ 
onymous. 

While radio in the broader sense advanced, the original 
communication between ship to ship has not stood still. 



Radiogram to Ship 


Every ship of any size today carries a floating radio¬ 
telegraph office from which communication can be obtained 
with other ships and with stations on shore, and by which 
messages can be received from other ships and from the 
shore stations as easily as in a land wire telegraph office. 
The same classes of service are available by radiograms as 
are offered by cables, but in addition radiograms offer 
shore to ship and ship to shore service. It is as simple to 
send a message by radio as by wire telegraph. All the 
leading telegraph companies in the United States will ac- 


























TELEGRAPH, CABLE, AND WIRELESS SERVICE 143 

cept messages to be sent via radio to ships at sea and to 
foreign countries. A typical radio message, ready for 
sending, is shown in the illustration on page 146. 

Literature describing the services offered can be obtained upon 
application in any Radio Corporation of America office, and it will 
prove valuable to the student who intends to master the various 
uses of radiograms. 

Classes of service offered by the Radio Corporation include: 

Full or ordinary rate. This is for messages requiring prompt 
transmission. They rank in importance after radiograms sent at 
“urgent” and “ partly urgent” rates. Code language may be used. 

Deferred rate. This is a half-rate service provided for messages 
of a less urgent nature and accepted on condition that their trans¬ 
mission may be deferred as long as any 11 urgent,” “ partly urgent 
or “ full-rate ” radiograms of the same date remain to be disposed of. 
The first word of the address should be one of the following three 
indicators, according to the language in which the text is written: 

LCO — Language of country of origin 
LCD — Language of country of destination 
LCF — Language of country of France 

This indicator is counted and charged for as one word. 

Unless one of these indicators is inserted, it is assumed that 
“full-rate” service is desired. 

Urgent rate. This service is recommended for all messages of 
an extremely urgent nature. Radiograms at this rate are given 
priority over all other commercial messages. The word “urgent” 
must be written as the first word of the address and is charged for. 

Partly urgent rate. This provides for “urgent” service on the 
foreign telegraph systems. The indicator “ PU ” should be written 
as the first word of the. address and is charged for as one word. 

Radioletters and weekend radioletters. These are especially 
adapted for social and business correspondence which permits of 
some deferment. They are accepted upon the condition that their 
transmission is deferred until all higher-rate messages of the same 
day have been disposed of. 

The indicator “RLT” (radioletter) or “ WLT” (weekend radio- 
letter) should be written as the first word of the address and is 


144 


APPLIED OFFICE PRACTICE 


charged for as one word. Code addresses which have been 
registered with the proper telegraph authorities may be used, 
except in WLT messages to Italy. 

In “deferred” rate messages and radioletters and weekend 
radioletters, the text must be written in plain language of clear 
and connected meaning. The language of the country of origin, 
the language of the country of destination, or the French language 
may be used. The use of more than one language in the same mes¬ 
sage is not permitted. If the text includes numbers in either 
words or figures, or contains commercial marks or abbreviated 
commercial expressions, the proportion of such groups must not 
exceed one third of the number of chargeable words in the text. 

The opening of the New York-San Francisco radio circuit offers 
to the public a new and highly efficient means of rapid trans¬ 
continental communication. Messages are now being accepted in 
New York, Boston, and Washington for transmission to San Fran¬ 
cisco and in San Francisco for transmission to New York, Boston, 
and Washington at the same rates as those for land-wire telegraph. 

The New York-San Francisco radio circuit crosses the continent 
without relay, using the projector system. Signals travel with the 
speed of light, requiring exactly one sixtieth of a second to make the 
trip. What that speed means can be realized when it is pointed 
out that a signal sent from New York or San Francisco actually 
arrives at the receiving point 3,000 miles away before it becomes 
audible to the human ear in the room from which it is sent. 

Students of the use of the telegraph might also bear in mind that 
photographs, drawings, diagrams, advertising layouts, important 
written or printed documents or checks, and all similar matter can 
be transmitted by photo-radio. This reproduces exact copies of 
the material sent. 

There are several supplementary radiogram services as follows: 

Prepaid replies (RP). The sender of a. radiogram may prepay 
a reply by depositing a suitable amount at the time of filing the 
original radiogram. The indicator “RP” and the amount prepaid 
must be written as the first word of the address. This indicator is 
charged for as one word. 

Repeated radiograms. The sender of a radiogram may, at the 
time of filing, order it repeated back (collated) by inserting the 
indicator “TC” as the first word of the address. This indicator is 


TELEGRAPH, CABLE, AND WIRELESS SERVICE 145 

charged for, and an additional charge of one half the total tolls on 
the message computed at the full ordinary rate is made for this 
service, except in the case of a CDE (category B) code message. 
The charge for collation of a CDE message is one half of the charge 
for an ordinary CDE message of the same length. Such messages 
are carefully repeated back and checked by each radio and tele¬ 
graph office through which they pass. 

Other special services include notice of delivery, registered mail 
delivery, special delivery, air-mail delivery, radiograms to follow 
addressee, code language messages, and cipher language messages, 
all of which follow the rules applicable to wire-telegraph messages 
and are explained in literature obtainable from any radio office. 

Often there is a chance for saving by the writing of certain 
names, principally of places, as one word in radiograms. New York 
in the address counts as one word and in a plain language or code 
language message as two words. Newyork in the address or in 
the body of a plain language or code language message counts as 
one word. Du Bois (name of a person) counts as two words in the 
address and two in the body of a plain language message and code 
language message. If, however, it is written Dubois, it counts as 
one word in the address and one in the body of a plain language 
or code language message. 

Briefly it should be noted that every isolated figure, letter, or 
character counts as one word, and words joined by a hyphen or 
separated by an apostrophe are counted each as separate words. 
Each hyphen or apostrophe also counts as one word. Quotation 
marks, parenthesis, and underline is counted as one word. Punc¬ 
tuation marks, hyphens, and apostrophes are not transmitted 
except by expressed wish of the sender. 

While the name of the place of destination and of the country, 
state, or county is counted as one word in the address, irrespective 
of the number of letters employed, the names of streets and of 
persons are counted at fifteen letters or fraction of fifteen letters to 
a word. 

Marine radio is unique in that it offers a service not duplicated 
by any other telegraphic means. It is coming to be employed more 
and more in communications to and from persons on the ships. 

Large liners handle more than 1000 radiograms in a single round 
trip in addition to the routine ship's business of thousands of words. 


146 


APPLIED OFFICE PRACTICE 



Radio Message 


Through the Radiomarine Corporation of America telegrams also 
may be sent to and received from persons in aeroplanes. 

In addition to business deals, greetings to those arriving or 
leaving ships, and greetings from those arriving or leaving on ships, 
have become a customary social courtesy through this means. To 
address a radiogram to a person on a ship, simply sign the name and 
the ship and also the name of the radio office through which the 
radiogram will be sent. If the name of the radio office is not known 
to the sender it will be filled in by the company. The cost of a 
radiogram as a rule is about the same as the cost of a deferred 
cablegram. 

General Questions 

I. Telegraph. 

1. How is the telegraph service classified? 

2 . In which classes of service may code language be used? 

3 . How should you indicate the class of service under which a 
message is to be sent? 

4 . How may you, as sender, know that a telegram has been 
delivered? 




























TELEGRAPH, CABLE, AND WIRELESS SERVICE 147 


5. What points should you bear in mind when composing a 
telegram? 

6. What information should be given in the address of a 
message to be sent to a passenger on a train? 

7 . If you desire to have the message you are sending delivered 
by telephone, what should you do? 

8. What is the quickest way of filing a message with the 
telegraph company? Name two other ways of getting a message 
into the hands of the telegraph company. 

9. In the charge for a telegram, what parts of the message 
are considered? 

10. What are the social uses to which the telegraph may be 
put? 

11. When would you use a day letter? A night letter? A 
night letter in preference to a night message? 

12. What is the word basis on which the charge for a telegram 
is made? A day letter? A night letter? How is the charge for 
excess words in each case computed? 

13. Name the time belts in the United States from east to west. 

14. What is meant by wireless? By radio? 

15. In what ways has the radio proved most valuable? 

16. In what ways is wireless like the cable service and the 
telegraphic service? In what way does it differ? 

17. When would you transmit money by telegraph? 

II. Cable. 

1. What is the difference between a regular and a deferred 
cablegram? A cable night letter and a week-end cable letter? 

2. In which classifications of the cable service may code 
language be used? 

3. In the charge for a cablegram, what parts of the message 
are considered? What is the basis of charge? 

4. Explain the meaning of the letters “RP.” Where are they 
written? What should accompany these letters? 

5. Name three ways by which the cost of cablegrams may be 
reduced. 

6. a. What is a registered cable address? Why is it used? 

b. What is a reversible cable address? Why is it used? 

7 . What is the normal time required for the transmission of a 


148 APPLIED OFFICE PRACTICE 

cablegram from New York to Copenhagen? To London? To 
Yokohama? 

8. You have a cablegram of great importance to send. You 
wish to guard against mistakes as much as possible. What should 
you do? What will be the cost of this additional service? 

9. In what way is the week-end cable letter service helpful to 
business? 

10. What is meant by a mutilated message? What should you 
do when receiving such a message? 


III. Telegraph and cable service. 

1. What is meant by unpacking a message? Give another 
term sometimes used for this. 

2. How many copies of outgoing telegrams and cablegrams 
are usually made in business offices? What is done with each 
copy? 

3. What is meant by confirming a message? Why is it done? 

4. What is code language? Why is it used? 

5. Differentiate between a public and a private code system. 
Why are public codes used? Why are private codes used? 

6. Name five well-known public code systems. 

7. What is the difference between code and cipher language? 


Problems 


I. Computing time differences in the United States. 

(See map on page 126.) 

1. a. How is time affected by traveling eastward? 

b. How is time affected by traveling westward? 

2. You have traveled across the continent from San Francisco 
to New York. How must you change your watch to conform 
with New York time? 

3. On your return to San Francisco what will be necessary? 

4. When it is 9 :15 a.m. at Santa Fe, state the time at each of 


the following places. 

a. Spokane 

b. Milwaukee 

c. Salt Lake City 

d. Philadelphia 

e. New Orleans 


/. Cheyenne 

g. Topeka 

h. Boston 

i. Memphis 

j. Dallas 


TELEGRAPH, CABLE, AND WIRELESS SERVICE 149 


5 . When it is 9:30 a.m. Mountain Time, what is the time at 
each of the above places? 

6. When it is 3:15 p.m. Pacific Time, what is the time at each 
of the above places? 

7 . When it is 3:30 p.m. at Chicago, what is the time at each 
of the above places? 


II. Computing international time differences. 


By reference to the Time Chart for Cable Users shown on 
pages 126-127 solve the following problems: 

1. State the time at each of the following places when it is 
2 p.m. in New York. 


a Italy 

b . Sweden 

c . Spain 

d . Belgium 

e. Hungary 


/• Egypt 

g . China 

h. Japan 

i. Argentine 

j. Holland 


2 . State the time at each of the above places when it is 
3:30 p.m. in Chicago. 

3 . State the time at each of these places when it is 10:30 a.m. 
in San Francisco. 

4 . State the time in New York when it is: 


a . 3:30 p.m. in Turkey 

b . 4:00 p.m. in Germany 

c. 10:15 p.m. in France 

d . 12:30 a.m. in Denmark 

e . 2:10 p.m. in Uruguay 


/. 11:40 a.m. in Greece 

g . 1:15 p.m. in Cuba 

h. 8:02 p.m. in Russia 

i. 5:00 a.m. in India 

j. 9:15 a.m. in England 


5 . State the time abroad when the following cablegrams, sent 
from New York at the hours specified, reach their destination, 
allowing for transmission the time stated. 

a . Holland, 18 min. 1:21 p.m. d. Portugal, 19 min. 3:02 p.m. 

b . Belgium, 15 min. 10:10 a.m. e. Norway, 19 min. 11:04 a.m. 

c. Italy, 20 min. 9:00 a.m. /. France, 13 min. 10:00 a.m. 


III. Write on blanks furnished for this purpose the following 
messages, designating the branch of service desired. By reference 
to the tariff book, compute the cost of each message. 




150 


APPLIED OFFICE PRACTICE 


1. Your salesman, Frank M. Blanchard, left your city today 
for Chicago, without the name and address of an important 
prospect, Carl H. Henderson of 155 S. Dearborn St., Chicago. 
Send him a telegram giving him this information and directing 
him to call on Mr. Henderson as soon as possible after he arrives 
in Chicago. Address the telegram to the salesman aboard the 
Twentieth Century Limited train of the New York Central Rail¬ 
road for delivery on the arrival of this train at Buffalo. (Example: 
Frank Smith, En Route Chicago, care Conductor, N. Y. C. Train 
Three (or name of train), due 10:35 p.m., Cleveland, Ohio.) 

2. You are employed as secretary to the advertising manager 
of John Wanamaker’s department store, Philadelphia. He is 
planning an August sale of rugs, furs, and furniture. Prepare 
some good day letters which will advertise this sale to certain 
regular customers. 

3. Telegraph to the Grand Rapids Lumber Co., Grand Rapids, 
Mich., canceling order for carload of lumber dated the third of 
last month. 

4. Telegraph your employer, Mr. C. James Conway, 79 Duane 
St., New York, that a railroad wreck has prevented you from 
reaching Washington, D.C., in time to deliver the important 
message with which you have been entrusted. Mr. Henry Ban¬ 
ister, to whom the message was addressed, has left for the South. 
What will you do? 

5. Send a night letter to the high school of which you are a 
graduate requesting certain credentials which your employer has 
demanded. 

6. You have been sent by your employer to procure certain 
bargains in antique furniture from a small village in Vermont. 
You have been instructed not to exceed a certain amount. You 
find that the furniture is valueless but that there is opportunity 
to procure some pewter and old china. State particulars and ask 
for instructions. (Write this as a day letter.) 

7. You are employed as secretary to the business manager of 
the magazine The Monitor, South Dearborn St., Chicago. Tele¬ 
graph to Mr. F. B. Mason, American Type Founders Co., Belle¬ 
ville, Ill., requesting that your employer’s name be placed on the 
regular mailing list to receive all bulletins and publications on 
type matters issued by the Company. 


TELEGRAPH, CABLE, AND WIRELESS SERVICE 151 

8. Telegraph the Popular Finance Publishing Corp., 15 Moore 
St., New York, N.Y., that although your subscription to the maga¬ 
zine Popular Finance has been paid, you have not received the 
magazine. 

9 . a. Mr. John E. Woodward has made application to your 
employer for the position of assistant advertising manager. He has 
given as reference Mr. H. D. Mensing, advertising manager of 
the firm of Ballinger & Perrot, Danville, Ill. Telegraph Mr. Men¬ 
sing for particulars concerning Mr. Woodward’s capabilities. 

b. Write Mr. Mensing’s reply as a day letter. 

10 . Telegraph the New York Times , Times Square Bldg., 
New York, N.Y., for permission to reprint an editorial on aerial 
mail, published Aug. 4, 19—, in the House Organ, issued by the 
St. Louis Zinc Co. 

11 . Telegraph the Benjamin Electric Mfg. Co., 120-128 So. 
Sangamon St., Chicago, Ill., that you have received their request 
for three subscriptions to your journal and that you will send one to 
the New York Office, 114 Liberty St., one to the home office, and 
one to the San Francisco Office, Rialto Building. Sign yourself 
“The Coming Age,” Electrical Trade Journal. 

12 . Telegraph the Aetna Life Ins. Co., Hartford, Conn., that a 
man whose identification card for Accident and Health Insurance 
gives the name of Charles C. Brooks, 49 Cedar St., Hartford, 
Conn., has been seriously injured and carried into the office 
building where you are employed. 

13 . Telegraph Mr. Phillip Austin of 725 Allegheny Avenue, 
Buffalo, N.Y., that he may have the interview with Judge Crosby, 
which he has requested, next Tuesday at 2 p.m. Sign yourself 
Judge Crosby’s Secretary. 

14 . You are desirous of buying real estate in St. Louis, Mo. 
You know of no reliable real estate agent for this section. Send 
a night letter to John J. Cleveland, 203 West 72nd St., New York, 
with whose real estate office you have long been familiar, request¬ 
ing the name of some Missouri realty company which he can 
recommend. 

15 . You have been notified by The Fulton National Bank, 
Phoenix, Arizona, that you have overdrawn your account. You feel 
sure that there has been some mistake. Telegraph for your can¬ 
celed checks. 


152 


APPLIED OFFICE PRACTICE 


IV. When writing the following messages, use the cable blanks 
furnished by the cable companies. The coding may be found in 
the Western Union Telegraphic Code , and the rates in the Rates 
for Telegrams and Cables furnished by the Western Union Tele¬ 
graph Company or the Postal Telegraph-Cable Company. Follow 
the procedure of specimen problem below: 

One of the salesmen of your firm is in Paris trying to sell goods. 
He finds a poor market and wishes to cable the home office as 
follows: Cannot sell here. What one word will express what he 
wishes to say? 

The most important word, or key word, is sell. By looking in the code 
book, we find the word sell in heavy type, alphabetically arranged. 
Following along alphabetically under this heading, we find “ cannot sell 
here,” and in the column to the left the equivalent code word illatrabas. 
This one code word will convey the message intended and will reduce the 
number of words by two. 

It is often necessary to try several key words before suitable coding 
can be found. This is especially true in long messages where several code 
words are to be used. 

Let us assume, for example, that the name of your firm is Evans, 
Brander & Company, 329 South Wabash Avenue, Chicago, Illinois, and 
that the cable address is Evander. The above cablegram when ready to 
send would look as follows: 

Paris (current date) 

Evander 

Chicago Illinois 
Illatrabas 

(Your last name) 

The date line is not charged for. Accordingly, this cablegram consists 
of five words. By looking in the rate book, devoted to cables, we find an 
alphabetic arrangement of foreign countries! Opposite France, we find 
the rate $.22 per word. The cost of this cablegram of five words would 
therefore be $1.10. 

By consulting the chart of time differences on page 126, Paris time is 
found to be five hours later than New York time, and New York time one 
hour later than Chicago time, or a total of six hours later time in Paris 
than in Chicago. Therefore, if the above cablegram is filed, or accepted 
by the cable company in Paris at 11 a.m., the time in Chicago would be 
six hours earlier, or 5 a.m. Allowing one hour for transmission and 
delivery, the time in Chicago when delivery is made would be 6 a.m., an 
hour when business offices are closed. It will thus be seen that time 


TELEGRAPH, CABLE, AND WIRELESS SERVICE 153 


differences must be considered when sending cablegrams. Assuming 
that the Chicago office opens at 9 a.m., the cablegram should be in the 
hands of the cable company in Paris by 2 p.m. to reach the Chicago 
office at opening time. 

1. Your employer wishes to send a message by cable to the 
National City Bank at Montevideo, Uruguay, requesting them to 
decline making an advance before thorough inspection. The 
cable address is Citibank. The name of your firm is Bishop & Son, 
cable address Bison. 

a. It is important that the message reach its destination as 
soon as possible. What class of service will you use? 

b. Write the message in triplicate as you will present it to the 
cable company, using the regular cable blank forms. (If possible, 
type the message.) 

c. For how many words will the sender be charged? 

d. What will be the charge per word for the message? 

e. What will be the cost of the message? 

2. Assume that you are employed by Joseph Baker Sons & 
Perkins, Ltd., Kingsway House, London, England (cable address 
Bakers), as foreign representative. You are in New York in the 
interests of your firm and wish to send them the following message: 

Important matters prevent my leaving at present. 

Do nothing until you hear from me. My letter will 
explain. 

a. Write the message in code. 

b. Which classification of the cable service will you use? 

c. Why? 

d. For how many words will you be charged? 

e. What is the rate per word? 

/. What will the message cost? 

g. For how many words would you be charged if you used no 
code words, and the regular instead of the cable address? 

(1) What would be the cost of the message in this case? 

(2) How much is saved by sending the message in code and 
using the cable address? 

h. The message is filed with the cable company at 9:30 a.m. 
What is the corresponding time at point of destination? 

i. You wish to have the message reach its destination at 


154 


APPLIED OFFICE PRACTICE 


3 p.m. At what time in New York should you file the message, 
allowing an hour for transmission and delivery? 

3. Send a cablegram to Ewart & Son, Ltd., linen manufac¬ 
turers, 9 Bedford Street, Belfast, Ireland (cable address Ewarts), 
requesting that a consignment of goods be held until your letter 
arrives. Put your cablegram in code. 

4. gend a cablegram to The Royal Typewriter Co., 75 a Queen 
Victoria Street, London E.C. (cable address Roytyp), requesting 
the European representative to cancel his plans for traveling 
in Italy and Spain and go direct to Russia. 

5. Send a cablegram to your brother whose Paris address is 
14 Rue Scribe, telling him that you are sailing on the French 
Line steamer La Savoie , docking at Cherbourg on the 15th. Asfi 
him to meet you. 

6. Assume that you are working for the National Biscuit 
Company (cable address Nabisco) in Springfield, Mass. The 
firm wishes to send the following cablegram to its representative, 
Howard Smith, care of the London office: 

Return at once; important matters require your 
presence here. On what terms have you closed? 

Have sent draft as requested. 

a. Write the cablegram to be presented at the cable office. 

b. For how many words will you be charged? 

c. What will be the cost of this message? 

7. Assume that you are employed by the Keystone Manufac¬ 
turing Company, Cleveland, Ohio (cable address Keystone). You 
have been sent to Stockholm, Sweden, on business of the firm. 
You wish to send the following cablegram to the home office: 

Arrangements not yet completed. Mailed you a 
letter giving full particulars. 

a. Write the cablegram in code. 

b. For how many words will you be charged? 

c. What will the message cost? 

8. Write the following message in code: 

Stock is almost exhausted. Do you think prices will 
decline? Reply will be held in strict confidence. 


TELEGRAPH, CABLE, AND WIRELESS SERVICE 155 

9. a. Roy E. Adams has gone to Brussels to buy laces for 
his firm (cable address Garrafa). He is stopping at the Hotel 
De Ville. He desires to cable his firm that there is every prospect 
of an advance and that he can buy with the privilege of the 
lot. Write this message for him in two words. 

b. Write in code the reply of the firm that he is not to buy 
until they advise him. 

10. a. Decode the following: 

Erdenselig Incernendo Gemoffeld 

b. Unpack or decode the following cablegram: 

Bison New York 

Extundant Ebruitons 
Citibank 

V. Recording messages. 

Your firm sends so many telegrams and cablegrams that it 
has a charge account with the telegraph and cable companies. 
Accordingly, a record is kept of all outgoing telegrams and cable¬ 
grams. At the end of the month when the bill is presented, it is 
your duty to check up this bill with the records kept in the office. 
For keeping this record, there should be a book entitled Outgoing 
Telegrams and Cablegrams. Make the proper entries for the mes¬ 
sages that you have sent. (See Problems I and II.) 

VI. Transferring money by telegraph. 

Your employer in the following problems is Roy C. Mason, 
whose address is that of your school. 

1. Your employer has been in communication with Clifton A. 
Thomas of Aiken, S.C., for the purchase of some property. He 
wishes to send $1500 by wire to bind the bargain. He requires 
that Mr. Thomas furnish full and positive identification. 

a. Fill out the application blank. 

b. What will the message cost? 

2. One of the traveling salesmen, Avery 0. Rollins, has wired 
for funds to reach him before he leaves Chicago tomorrow morn¬ 
ing. He is stopping at the Blackstone Hotel. Your employer 
desires to telegraph him $100, and requires full identification. 

a. Fill out the application blank. 

b. What will be the cost of this message? 


156 


APPLIED OFFICE PRACTICE 


3. Your employer is spending his vacation in the West. At 
present he is stopping at the Hotel Utah, Salt Lake City. He 
suddenly remembers that the premium of $111.34 on his life 
insurance with the New York Life Insurance Co., 372 Fourth 
Avenue, New York, falls due today. Remittance must be made 
at once. In this case full identification will not be required. 

a. Prepare the application as it should be presented to the 
telegraph company. 

b. What will be the cost of transferring this money? 

4. You are in Hot Springs, Ark., and find you need money. 

a. Write a telegram to parent (or guardian) asking that $50 
be sent you by telegraph at once. 

b. What will be the charge for this telegram? 

c. What will be the charge for the money transfer message? 

VII. Computing the cost of telegraphic messages. 

(The schedule of rates may be found in the Rates for Telegrams and 
Cablegrams or the Tariff Book of the Western Union Telegraph Company.) 


Rates for the Different Classes of Service 
Between Points in the United States 


Where the Full-Rate 
Telegram Rate is: 

The Night Message 
Rate is: 

The Night Letter 
Rate is: 

The Day Letter 
Rate is: 

For 10 
Words 
or Less 

For Each 
Additional 
Word 

For 10 
Words 
or Less 

For Each 
Additional 
Word 

For 50 
Words 
or Less 

For Each 
Additional 
10 Words 
or Fraction 

For 50 
Words 
or Less 

For Each 
Additional 
10 Words 
or Fraction 

24 

1 

24 

1 

24 

4.8 

36 

7.2 

30 

2.5 

24 

1.2 

30 

6 

45 

9 

36 

2.5 

30 

1.2 

36 

7.2 

54 

10.8 

42 

2.5 

30 

1.2 

42 

8.4 

63 

12.6 

48 

3.5 

36 

1.2 

48 

9.6 

72 

14.4 

60 

3.5 

42 

1.2 

60 

12 

90 

18 

72 

5 

48 

1.2 

72 j 

14.4 

1.08 

21.6 

90 

6 

54 

2.4 

90 

18 

1.35 

27 

1.20 

8.5 

60 

2.4 

1.20 

24 

1.80 

36 


To find the cost of a night message, the rate on a full-rate telegram to 
the same place must be known. For instance, you wish to send a night 
message of 13 words from Brooklyn to Chicago. The folder entitled 















TELEGRAPH, CABLE, AND WIRELESS SERVICE 157 

Rates for Telegrams and Cables or the Tariff Book shows the telegram rate 
to Chicago to be 60-3^. Look in the first column of the schedule above, 
which is headed “Where the Full-Rate Telegram Rate is.” Follow down 
this column until you come to the rate 60-3.5. Then follow to the right 
in the same line until you come to the two columns for night messages. 
The first column gives the rate for 10 words or less and the second column 
gives the rate for each additional word. In this case, the rate for 10 
words is shown to be 42 j£, and the rate for each additional word 1.2jh 
The cost of the three words in excess of 10 would therefore be 3.6^, 
which, added to 42^, makes a total of 45.6^ as the cost of the night 
message. 

The costs of day letters and night letters are found in a similar way. 

Considering the “point of origin” in every case to be your own 
city: 

1. State the rates for the following: 

a . Full-rate telegram to Council Bluffs, Iowa. 

b. Night message to El Paso, Texas. 

c. Day letter to Savannah, Ga. 

d . Night letter to Butte, Mont. 

2. State the cost of the following: 

a. A 14-word telegram to Council Bluffs. 

b. A 12-word night message to El Paso. 

c. A 49-word day letter to Savannah. 

d. A 55-word night letter to Butte. 

3. What will a 27-word telegram to Montreal cost? 

4. What would this message cost if sent as : (a) A night letter? 
(i b ) A day letter? 

5. What will a night letter of 130 words cost where the 
telegram rate for 10 words is 72^? 

6. What will a day letter of 57 words cost where the full-rate 
telegram rate is 1.20-8.5? 

7. What will a 20-word telegram to Charlottetown, Prince 
Edward Island, cost? 

8. What will a night message of 10 words to Los Angeles, 
Calif., cost? 

9. What would this message cost if sent as a full-rate telegram? 

10. How much is saved in this case by using the night message? 


158 


APPLIED OFFICE PRACTICE 


VIII. Computing the cost of cable and radio messages. 

Use Cable Rate Book of Postal or Western Union and the Radio Rate Book 
of the Radio Corporation of America. 

Unless otherwise designated, the “point of origin” is your own city. 


1. What is the cost of sending a cable night letter of 25 words 
from New York to Liverpool? 

2. What is the cost of sending a 30-word week-end cable 


letter from Austin, Texas, to Antwerp, Belgium? 

3. State the cost of deferred cablegrams to the following 

places: a jg words to Edinburgh. 

b. 22 words to Athens. 

c. 15 words to Cairo. 

d. 25 words to Montevideo. 


4. What would the above messages cost if sent as full-rate 
cablegrams? 

5. State the cost of sending the following cable night letters: 

a. 25 words to Paris. 

b. 29 words to London. 

c. 24 words to Amsterdam. 

d. 27 words to Antwerp. 


6. What would it cost to send above messages as week-end 
cable letters? 

7. What would be the difference in cost in each case? 

8. What will a 50-word week-end cable letter to Montevideo 
cost? 

9. What is the rate for deferred cablegrams to Great Britain? 

10. State the cost of sending a deferred cablegram of 21 words 

t° : a. London. 

b. Geneva. 

c. Lisbon. 

11. State the cost of sending the following cable night letters: 

a. 33 words to Liverpool. 

b. 28 words to Brussels. 

c. 25 words to Madrid. 

d. 27 words to Genoa. 


TELEGRAPH, CABLE, AND WIRELESS SERVICE 159 

12. State the cost of sending a 12-word message to Germany: 

a. As an urgent rate message. 

b. As a radio letter. 

c. Full-rate or ordinary. 

d. Deferred rate. 

13. For which is the rate cheaper, a cablegram to Sweden, or 
a full-rate radiogram to Sweden? 

14. a. What is the rate for cable night letters to London? 

b. What is the rate for radio letters to London? 

c. Which is cheaper? 

15. What will it cost to send a cablegram of nineteen words at 
the urgent rate to Hongkong, China? 

16. How much will it cost to send a full-rate message of fifteen 
words to Venezuela? 

IX. Computing the cost oi wireless messages. 

Coastal stations which communicate by radio with ships at 
sea are grouped under three general headings: 

North Atlantic Coast Stations. 

Atlantic and Gulf Coast Stations. 

Pacific Coast Stations. 

In the Western Union Tariff Booh , the rate per word for any 
wireless message sent to or from any state through one of these 
coastal stations is listed. The names of the various commercial 
coastal stations are listed at the extreme left. (See the accompany¬ 
ing table for the North Atlantic Coast Stations.) Directly opposite 
the names of the coastal stations are the radio word rates to 
steamers. Following these, in the columns under the states are the 
word rates between points of destination (or origin) and the coastal 
stations. The through word rate is the sum of these two rates. 

Thus the rate for a wireless message originating in Detroit, 
Mich., destined for a transatlantic steamer via New York City 
Coastal Station, is found by adding 18jzf, the rate shown in the 
column to the right of the coastal station New York City, and 6^, 
the rate shown under the state column “ Michigan.” The sum 
of these equals 24^, which is the rate per word. 


160 


APPLIED OFFICE PRACTICE 


1. What is the total cost per word of a radio message from 
Lincoln, Nebraska, to a transatlantic steamer routed via Cape Race 
Coastal Station? 

2. Robert Johnson, a business associate of your employer, 
Edgar Holmes, sailed from New York yesterday on the Aquitania 
for England. Your employer has asked you to send a radio 
message to Mr. Johnson advising him as follows: 

Contract with Smith closed subject to 
your confirmation. Price is prohibitive. 

a. Write the message using no more than four words in the body 
of the message. 

b. Of how many words will the whole message consist? 

c. From what coastal station will you have the message sent? 

d. What will be the charge per word for this message? 

e. What will the entire message cost? 

3. You are sending Bernard Brown to Paris to buy goods for 
you. He sailed from New York on the La France four days 
ago. You wish to send him by full-rate radiogram the following 
message: 

Await letter addressed to you at general 
post office. 

a. Write the message as you will present it at the office of the 
transmitting company. 

b. For how many words will you be charged? 

c. What will be the cost of this message? 

4. Frank Hurlbut, the foreign representative of your firm, 
sailed two days ago on the President Roosevelt of the United States 
Lines. Lawrence Simpson, your employer, at the home office in 
New York, wishes to get to him the very important message: 

Buy half the quantity. 

a. From what coastal station should this message be sent? 

b. Write this ship radio message. 

c. Radio messages to and from ships at sea must be prepaid. 
What amount will cover the cost of the above message? 

d. Should the coastal station asked for in Question a fail to 
reach the President Roosevelt , what will be done? 


00 

p 


X 

t? 

or 

5 


H 

p 

o' 

p 

Q- 

O 


O 

f 


< 

-< 

o 

*r 

o 


Z 

o 

30 

H 

X 

5 

z 

H 

o 

o 

o 

> 

</> 

H 

CO 

a 

o 

Z 

CO 


30 

m 

r- 

n 

CO 

u 

v> 

> 


CD 

ro 

oi 

8 

o 

CO 

—A 

1 

—a 

CO 

ro 

o 

CD 

ro 

o 

CO 

-A 

co 

•A 

CO 

CO 

For Trans- 
Ocean Vessels. 

00 

: 

8 

—A 

o 

—A 

05 


CO 

ro 

o 

_A 

CO 

fo 

o 

CO 

CO 

CO 

CO 

For American Owned 
Coastwise Vessels. 

_A 

CO 

: 

to 

o 

o 

05 

o 

CO 

N> 

O 

CO 

ro 
’ © 

CO 

CO 

00 

CO 

For Foreign Owned 
Coastwise Vessels. 

o 

co 

HA 

Oi 

H* 

oi 

b 

CO 

b 

CO 

b 

CO 

HA 

o 

o 

CO 

b 

CO 

o 

co 

© 

CO 

b 

CO 

b 

CO 

o 

co 

Manitoba. 

b 

05 

HA 

to 

HA 

to 

b 

05 

b 

05 

o 

05 

o 

05 

b 

05 

b 

05 

o 

05 

o 

05 

b 

Oi 

b 

o 

Maryland. 

o 

05 

H» 

to 

HA 

to 

o 

b 

05 

o 

05 

b 

05 

b 

Oi 

b 

CO 

o 

CO 

b 

CO 

b 

CO 

o 

CO 

o 

CO 

Massachusetts. 

b 

HA 

CO 

HA 

CO 

b 

b 

b 

b 

b 

05 

8 

b 

05 

b 

05 

b 

05 

o 

05 

b 

05 

Michigan. 

b 

CO 

H* 

HA 

Oi 

8 

b 

co 

b 

co 

8 

b 

8 

o 

-s| 

b 

b 

b 

o 

Minnesota. 

o 

<o 

a 

[a 

8 

b 

CO 

b 

CO 

8 

b 

b 

b 

b 

b 

b 

o 

Mississippi. 

o 

CO 

H* 

Oi 

s 

8 

b 

CO 

b 

CO 

8 

b 

b 

b 

O 

b 

M 

o 

-vi 

b 

Missouri. 

o 

CO 

Oi 

H» 

Oi 

b 

CO 

b 

co 

8 

8 

b 

CO 

b 

co 

o 

CO 

b 

CO 

8 

b 

CO 

o 

CO 

Montana. 

o 

co 

H* 

oi 

HA 

Oi 

b 

CO 

b 

CO 

8 

8 

b 

CO 

b 

CO 

b 

CO 

b 

CO 

8 

b 

•*4 

© 

^4 

Nebraska. 

HA 

HA 

H» 

HA 

oo 

H* 

H* 

HA 

H* 

HA 

ha 

HA 

HA 

HA 

HA 

H* 

HA 

H* 

HA 

HA 

HA 

HA 

HA 

HA 

HA 

HA 

Nevada. 

b 

CO 

8 

8 

b 

CO 

b 

CO 

8 

b 

co 

b 

Oi 

b 

05 

- b 

05 

b 

05 

8 

8 

8 

New Brunswick. 

© 

05 

H» 

to 

H* 

to 

b 

05 

b 

05 

b 

05 

b 

05 

b 

H- 

8 

lb 

8 

8 

8 

8 

New Hampshire. 

© 

05 

HA 

to 

H» 

to 

b 

05 

b 

05 

b 

05 

8 

b 

05 

b 

Oi 

b 

Oi 

8 

b 

Oi 

8 

© 

CO 

New Jersey. 

o 

CO 

H-A 

Oi 

HA 

Oi 

b 

CO 

b 

CO 

8 

8 

b 

8 

O 

co 

8 

b 

CO 

b 

CO 

O 

CO 

New Mexico. 

o 

05 

to 

HA 

o 

b 

05 

b 

05 

b 

05 

8 

b 

Oi 

8 

b 

8 

b 

CO 

8 

O 

CO 

New York, 

New York City. 

© 

05 

H* 

to 

HA 

to 

b 

05 

b 

05 

b 

05 

8 

b 

05 

b 

Oi 

b 

Oi 

b 

Oi 

b 

Oi 

8 

o 

►H 

New York, 

Other offices. 

© 

HA 

CO 

HA 

CO 

b 

^4 

b 

b 

•a 

b 

•sj 

b 

b 

•*4 

b 

b 

“O 

b 

b 

05 

o 

05 

North Carolina. 

b 

co 

H» 

Oi 

HA 

Oi 

b 

CO 

b 

CO 

b 

co 

8 

8 

b 

CO 

b 

CO 

b 

CO 

b 

CO 

b 

CO 

b 

CO 

North Dakota. 

© 

CO 

b 

CO 

b 

CO 

b 

CO 

b 

CO 

b 

co 

s 

b 

Oi 

b 

05 

b 

05 

b 

05 

b 

05 

8 

o 

05 

Nova Scotia. 


161 


WORD RATES FOR RADIO MESSAGES TO AND FROM SHIPS AT SEA. 

Compute through rates by adding the “this line” rate shown under the originating or terminating state to the wireless (“other 
line”) rate printed in heavy type shown in the first, second or third left-hand column. Count address, text and signature For 
messages originating at or destined to places at which wireless stations are located, the “this line” rate is 3 cents per word. See 
rules on pages 24 to 26. 






















































































































































































































CHAPTER VII 


FILING 

To the Instructor: Filing demands careful preparation if the 
work is to succeed. Equipment is essential. Unless the student is 
permitted to use actual material and actual files, no amount of 
theory can familiarize him with the various methods. A filing 
cabinet, a card index cabinet, a visible index, guides, folders, cards, 
and letters must be available. 

Quantities of catalogs, bills, documents, circulars, receipts, in¬ 
voices, time-tables, rate sheets, and steamer diagrams, must be on 
hand. 

Circulars describing bond issues, quotation sheets issued by in¬ 
vestment houses giving the price lists of various stocks and bonds, 
monthly market letters, lists of names and addresses, and summaries of 
available public information published at certain times during the 
year, all make material for students to file. 

Catalogs and lists of trade references may be secured by writing 
to any of the numerous book companies, automobile companies, 
and electric companies. What information these pamphlets contain 
is unimportant, so long as the papers themselves have filing possi¬ 
bilities. 

For the purpose of conducting correspondence with the semblance 
of reality, form a company within the class. Secure packages of 
letterheads purchased from certain commercial text book publishing 
companies, on which letters may be typed which will answer for 
incoming letters. Carbon copies of outgoing letters will serve as file 
copies of outgoing mail. See that the letters written on the letter¬ 
heads are addressed to the company thus formed and that copies of 
outgoing letters bear the company name as sender. 

Some of the filing companies 1 have designed educational outfits 
which are helpful in teaching filing. One good outfit consists of: 

Various pieces of correspondence in miniature. 

Cards and card guides for indexing and alphabetizing, with container. 

1 Remington Rand Business Service, Inc., Yawman and Erbe Manufacturing Co. 

162 





































APPLIED OFFICE PRACTICE 


164 

Guides and folders for alphabetic, numeric, automatic, geographic, and 
subject or topical filing, with necessary cross index and containers. 

Samples of record cards. 

Samples in standard sizes of correspondence guides and folders. 

Boxes or trays which serve as containers. 

These outfits make possible the installation of individual practice 
sets. One of the filing companies 1 can furnish a set of one hundred 
letters , regular size, for use in filing. These letters illustrate all the 
important indexing rules. 

In every business house and in every office, there accumu¬ 
lates reference material — letters, clippings, pamphlets, 
records, reports. The greater part cannot be thrown away, 
but the increase is so rapid that a definite system of organi¬ 
zation is demanded if this material is to remain of any 
value. 

So important has such organization become, that whole 
sections of business houses have been given over to the 
sorting and classifying of this material. These sections 
form the filing department and the people in charge are 
called file operators. Should you become such an operator, 
it will be your business to direct into the proper channels 
the letters, trade catalogs, orders, and receipted bills that 
are an important part of any business, and to produce any 
needed piece of information without waste of time or energy. 
In order to do this efficiently, you must familiarize yourself 
with certain principles of filing. 

The department itself falls into the following divisions: 

Central files and indexes. Here are collected records which 
have to do with the organization as a whole. In many office 
buildings, these central files are arranged in a hollow square with 
cabinets facing inward. The filing cabinets are conveniently 
located for all departments. They are in well-lighted and well- 
ventilated places, and are arranged in units of suitable height as 
an aid in transacting business. 

Department files and indexes. These are given over to matters 

1 Yawman and Erbe Manufacturing Co. 


FILING 


165 


which belong exclusively to the various departments of an organi¬ 
zation: the purchasing, credit, sales, shipping, and advertising 
departments. 

The primary purpose of any filing system is to produce 
records instantly when desired. It is with this essential 
feature in view that the proper filing system must be 
selected. In order to facilitate the matter, certain definite 
methods of filing have been instituted. There are two 
classes of matter to be filed: namely, that which may be 
called for by name, and that which may be called for by 
subject. There are three methods of filing which may be 
used, as follows: 

1. Alphabetic 

la. Automatic 

2. Numeric 

3. Geographic 

In any filing system there are certain recognized terms 
with which you should be familiar: 

Filing is the putting away of papers in such a manner that 
they can be found quickly when wanted. When we file 
letters or other papers, we usually file them according to 
the name of the person concerned or according to the sub¬ 
ject matter with which the material deals. 

Indexing is deciding upon the arrangement of papers for 
easy reference according to name, number, location, or 
subject. 

Coding is indexing by means of a symbol (number or 
letter) which is placed on some determined portion of the 
matter to be filed. The method may be either underlining 
the name or the subject, or writing some code number on 
the papers. 

201 written in color in the upper right-hand corner can be made a 
code number for ah papers of an active correspondent. 

Sorting is the first rough arrangement of material pre¬ 
liminary to the actual filing. This may be done by means 







V ? 

f 


■ 

i -■ 



vJ* 

■ hi. 

■ V 

.... 


; 

■ 

11 

>. m ... v 

x 


166 


A Filing Department 













FILING 167 

of trays equipped with guides, or by means of compart¬ 
ments or pigeon-holes. 

Alphabetizing is the final arrangement of matter to be 
filed in strict alphabetic sequence, such as we find in the 
dictionary. 

Illustration: Bagley 
Banton 
Barrows 
Baskin 
Benson 
Bentley 
Binder 
Bishop 

Directory arrangement of names is the arrangement 
found in the telephone directory, or any city directory: 
surname first, plus given name and any initial. This is 
also known as the true indexing form of a name. Alfred 
T. Barrows will appear: 

Barrows (surname), Alfred (given name) T. 

Illustration: Barrows, B. M. 

Barrows, Carlton E. 

Barrows, Frank 
Barrows, Norman A. 

Baskin, Floyd 
Benson, Brown & Co. 

Benson, Charles E. 

Benson, Charles K. 

Benson Hardware Co. 

To be a successful indexer you must acquaint yourself 
with the needs of the company or firm by whom you are 
employed. You must read the material to be filed in order 
to determine whether it should be indexed by one or more 
than one of the following headings: 

Name on the letterhead 
Name of the addressee 
Name of the one signing 

Name of the subject or person mentioned in the letter 
Name of geographical division. 


APPLIED OFFICE PRACTICE 


168 

All matter for filing to which attention has been given 
should be- initialed or otherwise marked. The initial or 
“mark” should be placed in the upper left-hand corner. 
Any material which comes to the file operator without such 
identification will be returned to the individual or depart¬ 
ment whence it came for proper authorization. When the 
material is properly marked for filing, it is indexed and 
sorted. Whatever cross reference is necessary is made at 
this time. If the matter in the communication must be 
followed up, a note to this effect is also made. 

(Appendix gives indexing and filing rules together with their application.) 


Methods of Filing 

There are two ways of filing records: flat and vertical. 
Flat filing employs: 

The spindle file. This consists of a sharp-pointed spindle 
attached in an upright position to a base. It is an old- 



Box File 


fashioned device, and at present it is chiefly confined to 
small stores where it is used as a temporary method for 
keeping together odd papers. 




FILING 


169 


The Shannon file. This file is hung on the wall or at thd 
side of a desk, and may be laid flat on the desk or carried 
about if necessary. This type of file is found useful in an 
order department for keeping together partly filled orders. 

The box file. This file is made of heavy cardboard and 
usually opens at the side like a book. It is about 9x11 
inches by 4 to 5 inches thick. The box contains manila 
sheets, a little larger than the papers to be filed. On these 
sheets are projections on which are printed the letters of the 
alphabet, as an aid to indexing. There may be printed, 
instead of these letters, sub¬ 
ject-titles under which cor¬ 
respondence may be filed. 

The flat method of filing is 
inconvenient and tends to be 
unwieldy. Since it does not 
allow for a steady increase in 
correspondence, it is of little 
value to large firms. For pri¬ 
vate use and small concerns, 
the method is still in use. 

More attention has been given 
to the organization and plan¬ 
ning of vertical filing than to 
the other types. 

The loose sheet drawer. 

This consists of wooden draw¬ 
ers which fit into a wooden 
shell or cabinet. The indexing 
is similar to that for the box 
file, but there are a greater 
number of alphabetic subdivisions. The papers are held in 
position by a clamp fastened at one side of the drawer. 

Vertical filing is the systematic arrangement of papers or 
other material on edge, usually in folders and behind guides, 
bringing together in one place in the file all matter to, from, 



Loose Sheet Drawer and Cabinet 




























170 


APPLIED OFFICE PRACTICE 



or about a correspondent or subject. For this purpose cab¬ 
inets with drawers of different sizes are most convenient. 

There are three distinct 
types of filing cabinets in 
use at the present time: 
vertical or upright units, 
horizontal units, solid 
cabinets. 

By a unit we mean a 
cabinet which can be 
added to as occasion re¬ 
quires. Because of this 
feature of expansion, the 
unit type of cabinet is 
best adapted to business 
uses. 

For vertical cabinets 
there is an upright mov¬ 
able partition clamped 
into position in each 
drawer for the purpose of 
keeping the contents in 
an upright position. This 
movable partition is called 
Si follower. Except when 
filing is going on, this fol¬ 
lower should be kept in 
position; i.e., close up against the guides and folders, to 
prevent the papers from sagging. 

Papers when filed are placed in folders. These folders 
provide a ready means of collecting everything pertaining 
to the title which the folder bears. Papers are filed standing 
on edge with the top to the left. Folders should be filed 
behind the guides to which they belong. They are made 
of heavy paper folded once, the folded edge at the bottom. 
As to style, they are classified as: 


Horizontal Unit 

Solid cabinets are complete in themselves 
and do not permit of such additions. Their 
principal use at the present time is for the 
filing of card records. 









FILING 


171 



Follower 


Straight-edge folders. These have a straight top edge 
both back and front. The name, number, or subject is 
written in the upper right-hand corner of the back flap, 
which is a little higher than the front flap. 

Tab folders. These have a projection called a tab at the 
top of the back flap. On this tab is written the name 



designating the contents of the folder. The position of the 
tab and the cut vary according to the system of filing used. 

Expansion folders. These have an extra fold at the 
bottom, permitting the filing of more papers than can be 
placed in an ordinary folder. 

Binder folders. These are provided with a clip which 
securely binds papers into the folder. 
















172 . 


APPLIED OFFICE PRACTICE 



As to kind, folders may be either: 

Miscellaneous. Here a folder, bearing the same notation 
as the guide preceding it, is provided for each guide division 
in the file. The correspondence for this particular division 
is placed in the folder in alphabetic order as to name and 
subject. Where there is more than one letter for the same 


Folder and Contents 

All papers from, to, or about one correspondent or 
subject are brought together in one folder. 

name or subject, these particular letters are arranged 
according to date, the latest date in front. When five have 
accumulated, they are removed and placed in an individual 
or special folder. 

Individual or special. Here active correspondence or 
subjects are taken care of. The name of the correspondent 
or subject is written on the tab of the folder. The cor¬ 
respondence is arranged according to date, the latest date 


FILING 173 

at the front. The individual folder is placed in front of the 
miscellaneous folder, behind the guide. Where there are 
several individual folders behind the same guide, these are 
arranged in alphabetic order. 



In order to keep material from becoming confused and 
cluttered, various devices are employed: 

Cross reference. Cross referencing or cross indexing is 
the placing of a card or paper in a file calling attention to the 
fact that information regarding the particular subject or 















174 APPLIED OFFICE PRACTICE 

correspondent may be found in the place designated by the 
cross reference card or sheet. 

Collection tray. As a rule, the desk of each official has 
two collection trays: one for the incoming mail referred 
to him, and one for the outgoing mail dictated by him. 

Sorting tray. A sorting tray or distributor is an aid to 
filing. This is a receptacle equipped with guides. The 
papers, sorted here, are easily transferred to the appropriate 
drawers. The sorting tray also affords access to unfiled 
material, and correspondence already sorted, but not filed, 
is by this means quickly located. 

Transfer of material. Correspondence must at regular 
times be transferred to containers called transfer cases, 

transfer boxes, and 
transfer cabinets. Such 
transfer of correspond¬ 
ence gives space in the 
regular files for current 
material. * These transfer 
cases, carefully labeled 
to show the contents and 
the dates covered by the 
correspondence, are kept 
in the filing storage room. 
Transfer periods range 
from six months to three 
years, or more, depend¬ 
ing upon the needs of 
the business. 

Guides. A guide is a 
piece of heavy material 
— manila, cardboard, 
press-board, or bristol-board — with plain, celluloided or 
metal tips. The body of the guide is the same size as the 
folder or card with which it is used. Projecting above the 
top is a tab on which is written or printed a designation 



When guides are used with the tabs or 
projections in different positions, such as 
A, B, C, D, E, each position succeeding the 
previous one from left to right in a given 
number of positions, the arrangement is 
designated by the term, “staggered po¬ 
sitions.” 












FILING 


175 


(letter, number, symbol, name, or word) indicating the 
material which will be found behind the guide. The guide 
aids in locating records quickly. Guides are referred to as 
being one-half cut, one-third cut, one-fourth cut, etc., 
according to the number of times the width of the tab will 
divide into the width of the guide. 

An out guide is a guide of a different color from that of 
the regular guides, bearing on the tab the word OUT. It is 



Substitution Card 


placed in the file where a folder has been removed. Col¬ 
umns are provided to show the name or other tab-designa¬ 
tion of the folder taken, the date on which it was taken, and 
by whom it was taken. When the folder is returned to the 
files, the OUT guide is removed. The guide is then placed 
in front of the file drawer, or on the file operator’s desk 
ready for further use. 

A substitution card is a card of contrasting color, placed 
in a folder to show that a paper has been taken out. As in 
the case of the out guide, a record of this paper is kept on 
the substitution card. Upon its return, the substitution 
card is removed from the folder and checked. 
















176 


APPLIED OFFICE PRACTICE 


The Importance of a Follow-up System 

A follow-up system automatically brings to mind, on a 
given date, matters requiring attention at that time. 
Orders, correspondence, sales records, must be constantly 
checked. By means of a follow-up system it is possible to 
keep in touch with letters or records relating to a particular 
matter until the transaction has been completed. 

There are several ways of keeping a follow-up file. One 
often used is a card tickler which calls for- 

One set of monthly guides 
One or more sets of daily guides 

The order of arrangement, reading from the front to the 
back of the tray, is as follows: 

Current monthly guide 
Daily guides (1—31) 

Monthly guides 

This calls attention to any matter set for a definite future 
time. It may refer to an appointment, payment of insur¬ 
ance premium, a telephone call, to correspondence filed, or 
to matters generally which one wishes to have brought up 
for attention at a given time. 

Requisition or tickler cards 5" X 3" are used, on which are 
written the name or subject, date, and any information 
desired. The cards are filed behind the monthly and daily 
guides which are placed in a desk-box or tray. As cards 
referring to filed matter come up for attention, they are 
attached to the papers to which they refer, which have been 
taken from the files, and are placed on the executive’s desk, 
or given to the person interested, who then has all the data 
before him. 

When the matters to be followed up have been given 
attention, new dates are placed on the cards if further 
following-up is necessary. If further following-up is not 


FILING 177 

necessary, the cards are removed from the file, and the 
papers are returned to the regular file. 

When correspondence is to be followed up, often a sub¬ 
stitution card is used instead of the card tickler. This is 
a printed form about 6" X 9|". It serves the two-fold 
purpose of a requisition and a charge record. This sub- 


Card Tickler Follow-up 



stitution card when properly filled out is first filed in a 
correspondence size tickler, and when the date arrives for 
follow-up, the slip is substituted for the record taken from 
the file. It provides space for showing the kind of record 
requisitioned (letter, order, invoice, etc.), description and 
date of record taken, name of borrower, and date when 
taken. When the paper is returned to the file a line is drawn 
through the entry on the card. These cards are usually 
colored to make them distinctive in appearance. 










178 


APPLIED OFFICE PRACTICE 


Papers due for attention more than one month ahead are 
placed behind the guide for that specific month and on the 
first day of that month are distributed chronologically. In 
some business houses two or three sets of daily guides are 
used, one for the current month, and one for each of the 
following two or three months. This eliminates the first- 
of-the-month sorting from the monthly to the daily guides. 

Each morning the file operator takes the current day’s 
substitution cards from the follow-up file, takes the follow¬ 
up letters from the regular file and substitutes the sub¬ 
stitution cards for the letters in the regulau file. The 
letters are sent to the persons desiring them and thus they 
automatically receive attention. The requisition slip, there¬ 
fore, is made to serve two purposes: 

Tickler record 

Charge record (record of papers borrowed from the files) 

All letters to be followed up should be marked with the 
follow-up date, preferably in the lower right-hand corner. 
This makes it possible to withdraw the tickler card from 
the follow-up file if a letter requires attention before the 
recorded date. 

Signals are often used for follow-up purposes in card files. 
They are made of metal and in such a way that they hold 
fast to the top edge of the card. When placed in position, 
a portion of the signal projects above the top edge of the 
card, similar to a small tab. Cards printed with numbers 
at the top corresponding to the days of the month are used. 
A clip placed over a certain number indicates that this card 
is to be followed up on that date. 

Signals or clips are used to show other information. They 
come in different sizes, shapes, colors, and designations. 
The kind used depends upon the purpose to be served. 
They are often used to aid in the classification of the ma¬ 
terial. In such a case given colors represent certain groups. 
When signals are used, a card explaining their use should 
be kept in the front of the card index drawer or tray. 


FILING 


179 



Visible Index 

the particular use to which these cards are to be put. The 
points to consider are quality, color, size, weight, ruling, 
form, and permanence of the record. 

There are four types of card guides: plain guides, 
celluloided guides, removable label celluloided guides, and 
metal-tip guides. The tabs may be blank or printed. The 
test of any card index is the rapidity with which a card may 
be filed or located. 


The Card Index 


A card index system, or a card record system, is any 
system for keeping information so tabulated on cards that 
it can be referred to instantly. In selecting cards for 
indexing or record work, it is necessary to be governed by 






180 APPLIED OFFICE PRACTICE 

If it is necessary to have facts immediately available, 
it is wise to use what is called a visible index. Frames or 
panels which revolve on a pedestal, or a wall-bracket with 
panels turning like the leaves of a book, or shallow trays 
housed in cabinets, hold the cards and eliminate the waste 
of time occasioned by looking through hidden records in a 
card-tray or card-index cabinet. 

Systems of Filing 

Alphabetic filing. Papers are filed alphabetically by 
name of the correspondent, or by subject. This method 



Variadex Alphabetic Index 


is adapted to small files, or to files where the number of 
correspondents is small but the volume of material large. 
It is a desirable method for bringing together the corre¬ 
spondence of people whose surname is the same or where 
direct name reference is required. 

In this illustration, the tabs of the alphabetic guides are 
placed at the left of the drawer. Miscellaneous and indi¬ 
vidual folder tabs and the tabs of the special classification 
and out guides occupy the remaining space across the 
drawer. The tabs of the folders project above the body 
of the guides. 


FILING 


181 


The miscellaneous folders are filed behind the individ¬ 
ual folders which are arranged alphabetically behind each 
alphabetic section. The tab notation of the alphabetic 
guides and the miscellaneous folders is identical. The 
latter folders receive correspondence of a miscellaneous 
nature and the letters of an active correspondent until an 
individual folder is needed. 

On the tab of each individual folder is pasted a typewrit¬ 
ten label bearing the name of the correspondent, arranged 
according to rules in Appendix II. As the correspondence 
with a particular firm or individual increases in the mis¬ 
cellaneous folder, the letters are taken out and placed 
chronologically in the individual folder. Five is the num¬ 
ber of letters that usually justifies this change. 

Tabs of the special classification guides, out guides, and 
substitution cards occupy the last position on the right. 



Triple Check Automatic Index 

Automatic filing. To increase the efficiency of both the 
alphabetic and the numeric systems, a combination of the 
two, called the automatic system, has been developed. 
This combination produces the most accurate and rapid 
filing. Records are filed by name and checked by number. 

The automatic system is a two-name system, for both 


182 


APPLIED OFFICE PRACTICE 


the surname and the given name are considered. Letters 
are filed, first alphabetically according to the surname or the 
first firm name, then alphabetically according to the given 
name or first initial, or second firm name. 

For the automatic system two sets of guides are needed. 
These are called primary guides or secondary guides, 
according to position. 

The alphabetic notations A, B,C, etc., appearing on the 
primary guides govern the filing of the surname or the first 
firm name. These are followed by a set of secondary guides 
which further subdivide the material by given name or 
initials or by second firm name. The primary guides are 
also numbered in multiples of 10, beginning with 10. In a 
40-division automatic index, the tab notation of the pri¬ 
mary guides runs as follows: 

A 10 
B 20 
Bi 30 

Br 40, etc., XYZ being 400 

The secondary guides are numbered in exact sequence. 
These secondary guides are always arranged exactly the 


same. A-B is always the first guide behind each primary 
guide. C is always the second guide, etc. They are as 

follows • 


A-B 

1 

C 

2 

D-F 

3 

G-I 

4 

J-L 

5 

M-0 

6 

P-R 

7 

S-T 

8 

u-z 

9 


To save time, in connection with the indexing, the tab 
designations of both the primary and the secondary guides 
have been charted. The following is the chart for a 
40-division automatic index: 


FILING 


183 


A- 

B 

C- 

D 

E 

•G 

H 

■K 

L- 

M 

N 

-Q 

R 

•S 

T-Z 

A 

1 

c 

5 

E 

10 

H 

14 

L 

19 

N 

25 

R 

30 

T 36 

B 

2 

Ch 

6 

F 

11 

He 

15 

Li 

20 

0 

26 

Ro 

31 

D-V 37 

Bi 

3 

Co 

7 

G 

12 

Ho 

16 

M 

21 

P 

27 

S 

32 

W 38 

Br 

4 

D 

8 

Gr 

13 

l-J 

17 

Me 

22 

Pi 

28 

Se 

33 

Wi 39 



Do 

9 



K 

18 

Me 

23 

Q 

29 

Si 

34 

XYZ40 









Mo 

24 


St 

35 



KEY TO SUBDIVISIONS 

0 

1 

2 

3 

4 

5 

6 

7 

8 

9 

"a 

A-B 

C 

D-F 

6-1 

J-l 

M-0 

P-R 

ST 

U-2 


Chart for 40-division Automatic Index 


The upper part of the chart represents the forty primary 
guides of this division. The first digit representing the tens 
is omitted. The lower part of the chart represents the 
secondary guides. 

Illustrated in diagram form we have: 

Code Number 

Address Form Directory Form Primary Secondary Compound 

James E. Foss Foss, James E. 11 5 115 

Coding. This is determining from the chart the number 
under which the material should be filed, and placing this 
number on that material. Take, for example, the name 
James E. Foss. The directory form of this name, or the 
form considered in filing, is Foss, James E. Reference to 
the upper section of the chart in the division F, for the 
surname Foss, gives the number 11. Reference to the 
lower section of the chart, in the division J-L, for the given 
name James, gives the number 5. Combining these num¬ 
bers gives 115 as the compound number. This means that 
in locating the folder in which to place a letter from James 
E. Foss, we look, first, behind the 'primary guide F 110, 
then behind the secondary guide J-L-5, until we come to 
folder J-L-115. Before we actually file the letter, we com- 































184 


APPLIED OFFICE PRACTICE 


Anderson, John 

107 

Rochelle, Ill. 



Peoples Gas Light, & Coke Co. 

108 

122 So. Michigan, Bl. 

Chicago, Ill. 


Applications for employment 

109 

Bookkeepers-l 

Pile Clerks-2 

Stenographers-3 

Typist8-4 


Hamlin, George 

37 

37 So. LaSalle St. 

Chicago, Ill. 


Now with 

Hamlin, Jones & Ellis 

208 So. LaSalle St. 

Chicago, Ill. 

Jan. 1, 19- 

110 

Hamlin, Jones & Ellis 

110 

208 So. LaSalle St. 

Chicago, Ill. 


Successors to 

Jones, Ellis & Brown 

Jan. 1, 19- 



Name card for Alphabetic Card 
Index. 


Corporation name with full address. 


Subject card shows how a number 
may be subdivided. 


Shows individual’s change of position 
and address. Formerly in business 
alone; change to a firm. Always give 
date of change. Actual size of card 
5x3 inches. 


Shows one firm successor to another 
firm. If Jones, Ellis & Brown are 
correspondents, note of change must 
also be recorded on their card. 


Numeric Arrangement 




























FILING 


185 


pare the number which we have placed on the letter with 
the number on the folder which we have found alphabeti¬ 
cally, and if they prove to be the same, we may be sure that 
we have made no mistake. 

Numeric filing. In this system a number is assigned to 
each correspondent or subject and each piece of corre¬ 
spondence is marked with the number, usually with blue 
crayon, in the upper right-hand corner. A list of the cor¬ 
respondents with their assigned numbers is kept in what is 
called an accession book. Here the numbers progress in 
regular sequence, and the number to be assigned to a new 
correspondent can easily be determined by looking at the 
last entry in the accession book. The new number is the 
one next higher than the last one assigned. Thus, if 
the last correspondent was given the number 875, the new 
correspondent will have the number 876. When a new 
number is assigned, a numbered card bearing the same 
number in the upper right-hand corner is made out, showing 
the name at the top arranged according to rules in Chap¬ 
ter V, and the address below. 

The letter is filed numerically in the correspondence files. 
The card is filed alphabetically in the card index cabinet. 
Correspondence is filed chronologically in a folder num¬ 
bered to agree with the number on the correspondence and 
on the index card. (See illustration on page 188.) 

The duplex numeric is an application of the numeric 
^system to subject filing. Numbers are assigned to each 
main heading in sequence. 

When material on a new subject is to be filed, the next 
unused number i§ chosen. As the material on a subject 
accumulates, subdivisions may be made and numbered as 
follows: 

8 Publications 
8-1 Articles of Interest 
8-2 News Items 
8-3 Reviews 
8-4 Subscriptions 


186 


APPLIED OFFICE PRACTICE 


If necessary, sub-subheadings may be made, using a 
letter of the alphabet as the new designation, thus: 

8-4 Subscriptions 
8-4a Solicitations 

As in numeric filing, a card index is necessary. The sub¬ 
jects are indexed and cross referenced on numbered cards 
which are filed alphabetically in the card index cabinet. 
The material to be filed is numbered and placed in a num¬ 
bered folder. The number on the card, material filed, and 
folder must agree. Before locating a folder, reference must 
be made to the card index in order to learn the number of 
the folder. 

Geographic filing. Where the location of a correspond¬ 
ent is of more importance than his name, a geographic 
system of filing is used. Of the three methods of indexing — 
state and alphabetic, state and town and alphabetic, straight 
town and alphabetic — the state and town is most fre¬ 
quently used. The first grouping is according to state, then 
town, with the name of the correspondent or the subject 
next in importance. 

Under this indexing a state guide with a third-cut tab in 
first position is used. Behind this are alphabetic guides, 
first position, fifth cut. Next in order are the town (or city) 
guides with tabs in second position, arranged alphabetically, 
behind their respective alphabetic guides. In third position 
are the individual folders with tabs occupying third and 
fourth positions combined. Lastly, in fifth position, are 
the two miscellaneous folders. There are two kinds of 
miscellaneous folders: one for the miscellaneous matter 
for towns having guides, the notations agreeing with the 
notations of their respective town guides; the other bearing 
alphabetic notations to agree with the alphabetic guides. 

The designation on the tabs of the individual folders is 
shown with the town first, then the state, followed by the 
name of the correspondent. 

Letters from a town too small to justify the use of a town 


. 


FILING 


187 



Miscellaneous folder for 
inactive correspondents 
in a town alphabetic 
group, always in last 
position. 


Miscellaneous folder lot 
towns not separately 
guided always in last 
position. 


T own guide always in 
second position. 


A to At-rtid I KtoaWrCo^ 


7cu«toS\ 


Alphabetic guide for 
grouping towns always 
in first position. 


Miscellaneous folder 
for inactive correspon¬ 
dents in town group, 
always in last position. 


Individual folder for 
active correspondents, 
always in third position. 


Alphabetic guide lor 
dividing names in large 
towns in second posi¬ 
tion. 


ItUNO'S 


[ClINTONl 


’mo » 

533 


btate guide always in 
first position. 


c **ICA00 






I Ho** T<xie» dot* £W» 





L 

5~* 9/Cfo j 



0 

L "' MMbmi 


Geographic Filing 





















































































































188 


APPLIED OFFICE PRACTICE 



Guides numbered by 
20’s in five positions 
with even hundreds al¬ 
ways in first position. 


Outguides for charg¬ 
ing correspondence re¬ 
moved from the files. 


ft 


a 


’ . iTTf). 


o. r . UeJtA' 



- 





Individual folders num¬ 
bered consecutively 
for active correspon¬ 
dents . 


_ 


j 


Numeric Filing 


















































































FILING 


189 


guide should be placed in the miscellaneous state folder. 
If the correspondence later becomes active, a town guide, 
an individual folder, and a miscellaneous town folder are 
made out and placed in proper positions. In the case of 
large cities, the correspondence is subdivided by using 
alphabetic guides, printed in red, behind the town or city 
guides. Miscellaneous folders are used for each alphabetic 
subdivision thus made. (See illustration on page 187.) 

Subject filing. Where greater importance is attached to 
the subject of a letter than to the correspondent or his 
address, a subject system of filing must be used. Unlike 
the alphabetic and the geographic systems where the 
papers to be filed are arranged according to the names of 
individuals, firms, and places, the papers under the subject 
system of filing are arranged by subject or descriptive 
features. 

There are two methods used in subject filing: 

Alphabetic 

Any Alphabetic Index 
Subject Alphabetic 
Numeric 
Duplex Numeric 
Decimal 

The application of any alphabetic index to subject 
filing is similar to that used for name filing. The main 
difference is that in subject filing the designation of the 
subject matter concerned appears on the tabs instead of a 
name. Where subdivisions of the subject are necessary, 
the subdivisional folders are placed alphabetically behind 
the main subject folder and cross referenced if necessary. 

In the subject alphabetic system, the file is divided first 
into principal subject headings. Each main heading may 
be divided if the amount of matter warrants it. These 
divisions may also be divided as needed. Tabs of the 
guides for the main headings, alphabetically arranged, 
appear in first position. The divisional guide tabs arranged 


190 


APPLIED OFFICE PRACTICE 


alphabetically behind the main heading guides are placed 
in second position. The folders are made out showing first 
the main headings, then divisions and subdivisions, if used. 
Guides for any important subdivisions may be used with 
tabs at the extreme right. 


Main Guide Division Guide 
Athletics 

Basketball 

Football 

Skating 


Domestic Science 


Folders 

Athletics, General 
Athletics, Baseball 
Athletics, Football 
Athletics, Skating, General 
Athletics, Skating, Ice 
Athletics, Skating, Roller 
Domestic Science, General 


Subdivisional 

Guides 


Ice 


All decimal arrangements of subject files in business 
today are based upon the classification prepared by Melvil 
Dewey for use in libraries. Under this classification, all 
material is divided into nine or fewer main classes. These 
classifications are numbered from 100 to 900, inclusive. 
All material of a nature too general to be included in any 
one of the nine classes is grouped under a tenth classification 
numbered 000. The divisions used in libraries are in 
general: 

000 General works 
100 Philosophy 
200 Religion 
300 Sociology 
400 Philology 
500 Natural Science 
600 Useful Arts 
700 Fine Arts 
800 Literature 
900 History 


Each of these main divisions may be subdivided nine 
times: 110, 120, 130, etc.; and each of these second classes 
nine times: 111, 112, 113, 114, etc. The decimal point may 
be introduced and subdivision continued indefinitely: 156.1, 
156.2, 156.21, etc. 


FILING 


191 



f '-VKX 4-:> iv^ 

£oi.v<f,c*6 


®'o4v< lion 


y 




Sub-Subject guide al¬ 
ways in the second 
position. 


Main Subject or Sub- 
Subject folder always 
in the third position. 


Special classification 
guide always in the last 
position. 


Main Subject guide al¬ 
ways in the first posi¬ 
tion. 


UxCTno; 


p, 






*7 

g§p: 


(W>r O' Su6,rr( ^-ckler d«t*- Bo* ^akm 

o^L^yn^tzs M* i 


JHOutjniOr 


Subject Filing 


















































































































192 APPLIED OFFICE PRACTICE 

This same idea has been found useful for classification of 
matter in railroad and government departments, public 
utility companies, and general business. As applied to the 
classification used by the Baltimore & Ohio Railroad Com¬ 
pany arranged by Mr. W. H. Williams, the first five divisions 
are as follows: 

000 General 

100 Executive and Legal 
200 Finance and Accounts 
300 Roadway and Structures 
400 Equipment and Shops 

As applied to the classifications prepared for the War 
Department, the first five divisions are as follows: 

000 General 

100 Finance and Accounting 

200 Personnel 

300 Administration 

400 Supplies, Equipment and Services 

General Questions 

1. What is a box file? 

2 . What is a flat file? 

3 . What is the principle of vertical filing? 

4 . What place does a modern file department hold in a busi¬ 
ness organization? 

5 . What is a follower? 

6. What is the purpose of desk letter trays? 

7. What is a sorter or sorting tray? 

8. What are guides? For what purpose are they used? 

9. What is a folder? 

10 . Define indexing. 

11 . Define coding. 

12 . Differentiate between a miscellaneous and an individual 
folder. 

13 . What are the standard sizes of cards most commonly used? 

14 . Define alphabetic filing. 

15 . Why is a card index used with a numeric file? 


FILING 


193 


16. Under what conditions are geographic files necessary? 

17. What kind of papers are likely to be filed by subject? 

18. In your experience where have you met the decimal system 
of filing? 

19. What is a follow-up system? 

20. What method of filing may be used in a mailing list? 

21. What is meant by a cross reference? Give an illustration. 

22. What types of letters demand a follow-up after writing? 

23 . Your mother has about one hundred cooking recipes on 
separate sheets of paper, which she has asked you to systematize 
so that she can find any one of them quickly when wanted, 
(a) How can you utilize the box file for this purpose? ( b ) How 
can you utilize a card record system? 

24 . How will you arrange the following names in your alpha¬ 
betic file? 

Mrs. E. H. Carlson 
Carlson & Carlson 
W. B. Carlson Co. 

Mary J. Carlson 
E. Harvey Carlson 
Carlson Brothers 
H. Carlson & Brother 
Carlson-Noble Company 
Dr. M. T. Carlson 
William B. Carlson, Jr. 

Carlson, Winters & Co. 

C. E. Carlson, Florist 


Problems 

I. Alphabetic Filing. 

1. The alphabetic file in your office has the following B sub¬ 
divisions: 

Ba-Bar 

Bas-Baz 

Be-Bh 

Bi-Bl 

Bo- 

Bra-Bry 

Bu-By 


194 


APPLIED OFFICE PRACTICE 


Behind which guides should the following names be placed? 
Arrange in two columns, name in the first column and guide 
designation in the second column. 


a. 

Buehler 

k. 

Barker 

b. 

Behenson 

1. 

Bunning 

c. 

Blaut 

m. 

Byezak 

d. 

Bergman 

n. 

Bohler 

e. 

Black 

0. 

Baumwald 

/• 

Billings 


Byron 

g- 

Bryant 

q- 

Blakeman 

h. 

Burger 

r. 

Barnes 

i. 

Bursin 

s. 

Bennett 

i- 

Butler 

t. 

Britman 


2. The following names have been taken from a firm’s mailing 
list, (a) Arrange each name as it would appear in a directory; 


(b) alphabetize. 

American Metal Co. 

American Agricultural Chemical Co. 
Bond & Goodwin 
Bowring & Company 
Electric Bond & Share Co. 
Griscom-Russell Co. 

Farson Sons & Co. 

Ingersoll-Rand Co. 

W. C. Langley & Co. 

Mercantile Trust Co. 

Merritt & Chapman Wrecking Co. 
New York Overseas Co. 

Pacific Trading Co. 

U. S. Guarantee Co. 

John D. Williams & Co. 

George Batten & Co. 

American Eagle Fire Ins. Co. 

S. W. Straus & Co. 

Marsh & McLennan 
Rogers, Brown & Co. 

American International Corp. 
Tobacco Products Co. 

Ajax Rubber Co. 

American Chicle Co. 

E. F. Terry Manufacturing Co. 


Turner Construction Co. 

Wales Advertising Co. 

Society of Automotive Engineers 
American Mutual Liability In¬ 
surance Co. 

Eastman, Dillon & Co. 

Tide Water Oil Co. 

Kirkman & Son 
Clift & Goodrich 
California Perfume Co. 

General Motors Corp. 

Toledo Scale Co. 

Stollwerck Chocolate Co. 
Macmillan Company 
Music Trades Co. 

Hart Trading Co. 

New York Talking Machine Co. 
Zionist Organization of America 
N. W. Ayer & Son 
Jewish Protectory & Aid Society 
E. R. Squibb & Sons 
Marmon Auto Company 
General Electric Co. 

Finance & Trading Corp. 

Hudson Oil Company 


FILING 


195 


Koehler & Kemp 

Robbins Dry Dock & Repair Co. 
Worcester, Williams & Saxe 
Singer Manufacturing Co. 

Central Russian Union Co-opera¬ 
tive Consumers’ Societies 
McElwain, Morse & Rogers 
The American City 
Halsey & Hudnut 
Chemical Foundation Co. 

Deering, Milliken & Co. 

New York Life Insurance Co. 
Carnegie Foundation 
Wilkinson Brothers & Co. 

State Charities Aid Assn. 

J. Friedman & Co. 

H. D. Best & Co. 

John A. Roebling’s Sons Co. 

U. S. Steel Products Co. 
International Western Electric Co. 
W. R. Collins & Co. 

Fairbanks, Morse & Co. 

Carnegie Corporation 
Frank B. Waterhouse & Co. 

The Herald-Tribune 
Chicago Bridge & Iron Works 
American Steel & Wire Co. 

Fidelity & Casualty Co. 

Western Union Telegraph Co. * 
Reciprocal Underwriters 
Crex Carpet Co. 

William Demuth & Co. 

Marshall, Field & Co. 

L. Emily Beers 
Provident Loan Society 
Northam-Warren. Corporation 
W. F. Prior & Co. 


American Steel Export Co. 
Edmund-Wright Ginsberg Co., Inc. 
Levy & Nathan, Inc. 

Thread Agency 
Chevrolet Motor Co. 
Newell-Emmet Co., Inc. 

General Phonograph Co. 

Globe Indemnity Company 
Bernhard Scholle & Co. 

Joseph P. Mason 

American Safety Razor Co., Inc. 

Path6 Freres 

Realty Associates 

J. Nelson Willys 

Muller & Phipps, Ltd. 

The Texas Company 

Street Railways Advertising Co. 

British-American Tobacco Co. 

Campe Corporation 

Converse & Company 

Allied Machinery Co. of America 

Munson Steamship Co. 

Johnson & Higgins 
A ; A. Houseman & Co. 

Frank B. Hall & Co. 

W. R. Grace & Co. 

General Carbonic Co. 

Continental Insurance Co. 

Dwight & Hilles 
A. B. Leach & Co. 

Bonbright & Company 
Liverpool, London & Globe In¬ 
surance Co. 

Employers Liability Assurance 
Co. 

American Merchant Marine Ins. 
Co. 


3. Here is a list of some of the principal ocean liners. Arrange 
the names for an alphabetic file: 

Empress of Scotland Europa 

Samaria Britannic 


APPLIED OFFICE PRACTICE 


196 


Niew Amsterdam 

Adriatic 

Saturnia 

Majestic 

Pan America 

Laconia 

George Washington 

Providence 

Deutschland 

Paris 

Homeric 

President Polk 

Rochambeau 

President Harding 

America 

Bremen 

Fort St. George 

Columbus 

Republic 

Frederick VIII 

Mauretania 

American Legion 

Olympic 

Patria 

Carmania 

Rotterdam 

Drottningholm 

Baltic 

President Roosevelt 

Oscar II 

Scythia 

Resolute 

Lafayette 

Stuttgart 

Leviathan 

Yeendam 

Belgenland 

Arabic 

Berengaria 

Franconia 

President Fillmore 

Cedric 

Aquitania 


Lapland 
Lancastria 
Cleveland 
De Grasse 
Tuscania 
Taiyo Maru 
President Harrison 
President Jackson 
President Taft 
Sonoma 

Empress of Russia 

Caledonia 

Minnekahda 

Northern Prince 

Reliance 

Cristobal Colon 

Santa Teresa 

American Merchant 

Pennsylvania 

Bergensfjord 

Cameronia 

Excelsior 

President Pierce 

Tacoma 

lie de France 

Gripsholm 

Pastores 

Western Prince 

Conte Grande 

Minnetonka 

Albert B allin 

Transylvania 

Berlin 

Westernland 
Minnewaska 
Nippon Yusen Kaisha 
Arcadian 
Hamburg 
Empress of France 
Empress of Japan 
Dresden 

General von Steuben 
California 


FILING 


197 


Southern Prince 

Caronia 

Tahiti 

Makura 

Teno 

Aconcagua 


Volendam 

Empress of Australia 

Montcalm 

Statendam 

Kungsholm 

Pennland 


4. The alphabetic system of filing is used in your office. Letters 
from the following have been turned over to you for filing, (a) Re¬ 
write the names as you will index them for filing. (6) Alphabetize: 


American Express Co. 

Patterson Brothers Garage 
Dr. M. G. Atwell 
T. W. Manser & Co. 
Ashton-de-Veer, Inc. 

The Pearl Press 

Dalton Adding Machine Sales Co. 
Rev. Chas. E. Baker 
A. Allerton Nelson 
Mrs. Mary M. Benedict 
G. A. & D. Co., Inc. 

Jackson Heights Renting & Sales 
Co. 

Miss Pearl 0. Shepard 
The Rosemary 
Harper’s Bazaar 
Revillon Freres 
Lessing’s 

Up-To-Date Coating Co. 
Incandescent Products, Inc. 

R.A.C. Radio Co. 

M. E. & F. 0. Saunders Co.- 
G. & W. Art Embroidery Co. 
Young’s Hat Store 
Mr. H. Francis Winter 
23rd Infantry N.Y. Guard 
Herald Square Hotel 
Zeta Beta Tau Fraternity 


James C. O’Pray 
Re-Vi-Vo Mfg. Co. 

Peabody & Mclver 
Imperial Rubber Co. 

83rd Street Theatre 
Austin C. Evans, Phys. 

Miss Amy R. Pelton-Jones 
Albert G. Curtis School 
Fisk Machine Works 
Cherry-Bassett-Winner Co. 
Oakland Motor Car Co. 

Far East Products Co. 

Church of the Good Shepherd 

F. C. Jackson & Brother 
Western Union Telegraph Co., 

Syracuse, N.Y. 

B. F. Keith Vaudeville Exchange 
T. Robert Newberry, Real Estate 
Pacific Mail Steamship Co. 

John the Tailor 

G. & M. W. Pratt 
Marvin, Royce & Stewart 
United States Treasury Depart¬ 
ment 

Duke of York 

23rd Street Y. M. C. A. 

Bay Ridge Fish Market 


5. Your employer has handed you the following list of names. 
Regarding certain of the people whose names are listed, he desires 
information. (a) Arrange the names in this list in directory 
form (true indexing form). ( b ) Alphabetize. 


APPLIED OFFICE PRACTICE 


198 

John H. Henshaw 
Edmund L. Baylies 
Wm. Lawrence Bottomley 
John Pierpont Morgan 
W. E. Kim vail 
Andrew C. Imbrie 
C. A. Peabody 
Chas. W. Appleton 
Aldrich Durant 
C. Francis Bishop 
Dr. Samuel Milbank 
Wm. Vincent Astor 
Edward T. Nichols 
Albert B. Ashford 
George Gordon Battle 
Horace Havemeyer 
H. C. Carpenter 
Nicholas Murray Butler 
E. R. N. Harriman 
Mrs. Andrew Carnegie 
Bernard M. Baruch 
Joseph P. Day 
Udo M. Fleischmann 
Chauncey M. Depew 
Lawrence L. Gillespie 
Mrs. George Barrie 
Walter B. Duryea 
Wm. Roger Burlingame 
Dwight L. Elmendorf 
Cleveland F. Bacon 
John H. Finley 
Richard H. Eggleston, Jr. 
James Colby Colgate 
Dr. T. Stuart Hart 
Russell A. Cowles 
Lewis M. Borden 
Dr. James Ewing 
Joseph H. Choate 
Wm. P. Hardenberg 
Sydney C. McCall 
Dr. Edwin C. Chamberlin 
Irving Brokaw 


Donald Fiske Jenks 
J. Paxton Blair, Jr. 

Dr. Homer T. Joy 
Geo. C. McKesson 
Van Rensselaer Halsey 
H. L. Cammann 
Chas. L. Lawrence 
Arthur W. Page 
Dr. Kate L. Norris 
Edwin P. Grosvenor 
Robert J. Caldwell 
Sterling S. Beardsley 
Mansfield Estabrook 
Eugene DuBois 
Theodore P. Dixon 
Jay Gould 
John S. Billings, Jr. 

John Greenough 
Felix D. Doubleday 
Dr. Reginald Burbank 
Charles A. Dana 
P. R. Harris 
Walter Damrosch 
Thomas J. Goddard 
Francis J. Danforth 
Elbert H. Gary 
Dr. Henry M. Painter 
Geo. G. Frelinghuysen 
Fred’k H. Dillingham 
Frank Gray Griswold 
Irving Fisher 
Francis Colgate Dale 
Geo. Ross Kenyon 
Judge Geo. L. Ingraham 
Sherwood Orr 
Chas. M. Newcombe 
Fay Ingalls 
Edwin S. Matthews 
Geo. S. Hornblower 
Alfred Opdyke 
Lewis L. Clarke 
Francis S. Crowell 


FILING 


199 


Dr. Chas. T. Olcott 
E. Howard Childs 
J. Sergeant Cram 
Harold D. Bentley 
Dr. Henry A. Griffin 
Winthrop Dahlgren 
Frank It. Outerbridge 
Justice Vernon Mansfield Davis 
Fitch Gilbert, Jr. 

Dr. Ernest Fahnestock 


Edward Hardy Clark 
Harry H. Flagler 
Murray Olyphant 
Dr. Robert H. Fowler 
LeRoy McKim 
Dr. Arthur F. Chase 
Manice D. Lockwood 
Stuyvesant Fish 
Bruce McLean Falconer 
Wm. L. Benedict 


6 . You have been asked to systematize your employer’s mixed 
mailing list which is used for circularization purposes. To facili¬ 
tate the handling of circulars (third-class mail) at the post office, 
they are to be sent there grouped, first, as to states, and then 
as to cities and towns within the states. 

Arrange the following in one list alphabetically: 


1st as to state 

2d as to city or town 

3d as to name of person or firm 


Where there are two or more for the same city, arrange alpha¬ 
betically as to name of addressee. 

Oscar H. Robb, Antrim, N.H. 

Holyoke Heater Co., Holyoke, Mass. 

The Stadler Products Co., 951 Denison Ave., Cleveland, Ohio 
Gulbransen Company, Chicago, Ill. 

W. A. Sheaffer Pen Co., Fort Madison, Iowa 
Cadillac Motor Car Co., Detroit, Mich. 

M. C. Emery, Berlin, Md. 

S. C. Harmon & Son, Racine, Wis. 

Pettes & Company, North Troy, Vt. 

Mrs. Muriel G. Blake, Mystic, Conn. 

Philip M. Fitch, Grafton, Mass. 

Hydeville Slate Works, Hydeville, Vt. 

The Jax Company, Steger, Ill. 

Bowen & Potter, Peru, Ind. 

Oakland Motor Car Co., Pontiac, Mich. 

Postum Cereal Co., Inc., Battle Creek, Mich. 

American Radiator Co., 1807 Elmwood Ave., Buffalo, N.Y. 


200 


APPLIED OFFICE PRACTICE 


C. B. Franklin, 190 18th St., Milwaukee, Wis. 

Merrifield, Scott & Co., Warwick, Md. 

Jones Bros. & Co., Orlando, Fla. 

Miss A. M. Brown, Goldsboro, N.C. 

Brown & Churchill, Lake City, Fla. 

Frank M. Osborn, Memphis, Tenn. 

Carl E. Eastman, Mt. Pleasant, Ya. 

Kent & Thurston, Wichita, Kansas 
The Frank Maxwell Co., Anniston, Ala. 

Floyd C. YanVleck, Norristown, Pa. 

Merton A. Wilson, Robertville, Wash. 

Curtis & Nelson Co., Dothan, Ala. 

Curtis N. Osgood, Clearfield, Pa. 

Avery, Smith & Co., Newport News, Va. 

Chas. A. Bennett, Winston-Salem, N.C. 

B. E. Walsh, Kirkwood, Calif. 

Edwin C. Carter, Marshall, Texas 
Eureka Mfg. Co., Spokane, Wash. 

F. M. Harrison Co., Bridgeport, Conn. 

Miss Florence G. Mason, Southbridge, Mass. 

Vermont Hardware Co., Burlington, Vt. 

Amoskeag Mfg. Co., Manchester, N.H. 

H. A. Bartlett, Harmony, Maine 

C. M. Oakley Co., New Britain, Conn. 

The Long-Bell Lumber Co., Kansas City, Mo. 

F. C. Fuller, Rochester, N.Y. 

Irvin C. Kimball, Gainesville, Texas 
Federal Land Banks, Washington, D.C. 

Real Silk Hosiery Mills, Indianapolis, Ind. 

Cyclone Fence Co., Cleveland, Ohio 

Burlington Basket Co., 45 Hawkeye Bldg., Burlington, Iowa 
Champion Spark Plug Co., Toledo, Ohio 
Towne & York Co., Lewiston, Maine 
Blair & Ormsbee, Hannibal, Mo. 

Tennessee Nursery Co., Cleveland, Tenn. 

Percival A. Goodhue, Greensboro, N.C. 

Owens Brothers, Hagerstown, Md. 

A. G. Hammond, Wellsboro, Pa. 

II. Numeric filing. 

I. Either on catalog cards or on stiff paper cut to size 
5" X 3", arrange the following names and addresses for numeric 


FILING 


201 


filing. Number the cards. The last file number used in your 
particular file was 1025. What significance has the date in each 
case? 

Received 


Mr. John Alexander 

Forest Hills 

Long Island 

June 21, 19— 

Brown & Brown Co. 

Lynn, Mass. 

Sept. 19, 19— 

John J. Havemeyer 

1925 East 31st St. 

Brooklyn, N.Y. 

April 3, 19— 

Muskegon Knitting Mills 

Muskegon, Mich. 

July 6, 19— 

Amoskeag Mfg. Co. 

Manchester, N.H. 

Oct. 10, 19— 

J. P. Westbrook & Co. 

Twin Falls, Idaho 

Aug. 30, 19— 

Hiram P. Schok 

Lancaster, Pa. 

June 10, 19— 

Federated Automobile Owners' Assn. 
1819 Broadway 

New York, N.Y. 

Aug. 10, 19— 

Lawrence C. Egan 

San Diego, Calif. 

July 29, 19- 

National Biscuit Co. 

85 Ninth Ave. 

New York, N.Y. 

Sept. 11, 19— 

Harry L. Atwell 

18 Fourth St., 

Erie, Pa. 

Nov. 26, 19— 


202 


APPLIED OFFICE PRACTICE 


Miss Barbara M. Burke Oct. 1, 19 

Clarenceville, P.Q. 

Franklin P. Morehouse Dec. 1, 19- 

Old Lyme, Conn. 

Creighton M. Baxter June 30, 19— 

Castine, Maine 

2. Exercise in coding. Refer to chart for automatic filing, 
page 183. Fill in columns 2, 3, 4 and 5. The first name is given 
complete as an example. 

Code Number 

Name Indexed and Filed Prim. Sec. Comp. 

Halsey, Stuart & Co. Halsey, Stuart & Co. 14 8 148 

Morris E. Allyn-Hall 
Martin Elevator Co. 

Mar-Vis Trimming Co. 

Rice & Hutchins, Inc. 

ABM Trading Corp. 

The Antique Shop 

American Red Cross 

Frederic C. DeVeau 

Jules Du Bois Moulding Co., Inc. 

Electro-Magnetic Institute 
La Rose Perfume Co. 

St. George Laundry 
Linde Air Products Co. 

5 & 10^ Store 
B. Altman & Co. 

Vacuum Cleaner Co. 

Loft, Inc. 

Mary N. Forsythe 

Miss Florence E. Pemberton 

39th St. Theatre 

John the Barber 

Walter S. Orr 

Brooks & Carroll 

23rd Ward Bank 

Home for Friendless 

Ft. Worth & Denver City Railway 

Nelson & Nelson 

Maude E. Gallagher 



FILING 


203 


III. Geographic and alphabetic filing. 


1. The following list of names represents letters that have 
come into the office and copies of letters that have gone out. 

You are asked to index them for geographic filing. Make a 
diagram as follows and classify the names accordingly: 


State 


Town or City 


Name 


Arrange alphabetically first as to state, then alphabetically as 
to town or city, and lastly alphabetically as to names within the 
same town or city. Arrange names in true indexing form (di¬ 
rectory form). 

Sterling Paint Co. 


118-1st St. 

San Francisco, Calif. 

Warren Refining Co. 

Warren, Pa. 

Lambert Multiplus Co. 

110 Union Ave. 

Portland, Ore. 

Warren H. Manning 
Tremont Bldg. 

Boston, Mass. 

Bluffs City Lumber & Coal Co. 
Council Bluffs’, Iowa 

Lewis & Burroughs Co. 
Schenectady, N.Y. 

Oswald Kidder Co. 

Fifth & Norwood Sts. 

Dayton, Ohio 

Lewis M. Mitchell 
Manchester Rd. 

Urbana, Ill. 

Ashland Fire Brick Co. 
Ashland, Ky. 


J. C. Smith Co. 

58 E. 20th St. 

Chicago, Ill. 

Wisconsin Iron & Wire Works 
1660 Booth St. 

Milwaukee, Wis. 

Wilcox, Crittenden & Co., Inc. 
Middletown, Conn. 

Standard Paint Co. 

233 Broadway 
New York, N.Y. 

The Schwab Safe Co. 

Lafayette, Ind. 

Douglas Fir Trading Co. 

Seattle, Wash. 

Invincible Metal Furniture Co. 
Manitowoc, Wis. 

W. H. Gunlocke Chair Co. 
Wayland, N.Y. 

The Trumbull Table Co. 

Warren, Ohio 

P. A. Gardner Leather Works, Inc. 
709 Pine St. 

St. Louis, Mo. 





204 


APPLIED OFFICE PRACTICE 


Union Ribbon & Carbon Co. 
Front & Laurel Sts. 

Philadelphia, Pa. 

The Macey Company 
Grand Rapids, Mich. 

Butterworth-Judson Co. 

75 Market St. 

Newark, N.J. 

Thomas Laughlin Co. 

Portland, Maine 

The Hall Safe Co. 

Spring Grove St. 

Cincinnati, Ohio 

Treiber-Cahill Mfg. Co. 

818 Park St. 

Syracuse, N.Y. 

Electric Appliance Co. 

San Francisco, Calif. 

The Jamestown Metal Desk Co. 
Jamestown, N.Y. 

Graff-Underwood Co. 

18 Beacon St. 

Somerville, Mass. 

A. P. Little, Inc. 

Rochester, N.Y. 

The Compo Corporation 
Westport, Conn. 

Union Market 
Seattle, Washington 


Federal Laundry 
Dayton, Ohio 

Walker & Walker 
Billings, Mont. 

G. Avery Ellsworth 
Ashland, Va. 

Reigner Company 
Charleston, S.C. 

Morris C. Topping 
Live Oak, Fla. 

Duplex Sales Co. 

Lewiston, Maine 

Arnold & Company 
Spokane, Wash. 

Mr. George E. Van Tassell 
Boulder, Colo. 

Denoyer, Hexter Co. 
Carbondale, Pa. 

F. A. Watson 
57 Church St. 

Burlington, Vt. 

Mrs. M. Alice Farley 
Lexington, Ky. 

Y. M. C. A. 

Kansas City, Mo. 

Colonial Iron Co. 
Pittsburgh, Pa. 


Beverly Mfg. Co. National Surety Co. 

Bristol, Conn. Warren, R.I. 


FILING 


205 


Stanley Ferris & Co. 

Dr. E. Clarence Gilmore 

Macon, Ga. 

Aberdeen, S. Dak. 

Mortimer-Smith & Williams 

Palmer Construction Co. 

Pocatello, Idaho 

Fort Worth, Texas 

Quick Meal Service 

C. M. Reed 

Kentwood, La. 

Las Yegas, Nevada 

Fitch Lumber Co. 

Prof. Murray A. Hamilton 
Lafayette, Ind. 

Muskegon, Mich. 

St. Louis Board of Trade 

Johnson Hardware Co. 
Birmingham, Ala. 

St. Louis, Mo. 

Leavitt’s Garage 

Noble & Pattison 

Cedar Rapids, Iowa 

Rochester, N.Y. 

Tuttle Cleaning Co. 

Bay State Lumber Co. 

165 Sycamore St. 

Little Rock, Ark. 

Worcester, Mass. 

Russell A. Ince & Co. 

Miss C. Frances Kellerman 
Greenville, S.C. 

Wichita, Kansas 

Crowell & Smith 

F. J. McClelland & Co. 
Silver City, New Mexico 

Nashua, N.H. 

Miss Hilda C. Orr 

The Republic Box Co. 

1693 Merwin St. 

Bristow, Oklahoma 

Cleveland, Ohio 


2. Assume that you are filing alphabetically and that you have 
the same letters as those indexed for geographic filing. 

a. Arrange the names under which these letters are to be filed 
according to rules in Appendix II, and alphabetize. Arrange 
these names in one column in the center of your paper. 

Your alphabetic file shows the following subdivisions, repre¬ 
sented by the letters on the tabs of guides: 


A 

Adams 

Ae 

A1 

Allen 

Am 

An 

Ar 

As 

At 

Au 

B 

Bai 

Bal 

Bar 

Barr 

Bas 

Be 

Bel 

Ben 


206 APPLIED OFFICE PRACTICE 


Ber 

Bern 

Bo 

Bor 

Bri 

Bro 

Bur 

Bus 

Car 

Carr 

Chr 

Ci 

Col 

Colo 

Cor 

Cou 

D 

Dan 

Der 

Di 

Dor 

Dr 

Ed 

Eg 

Evans 

F 

Fisch 

FI 

Fre 

Fri 

Ge 

Ger 

Go 

Gold 

Green 

Grif 

Ham 

Han 

Has 

He 

Hi 

Hilm 

Hop 

Hos 

Int 

J 

Johnson 

Jones 

Ke 

Kel 

K1 

Kn 

L 

Lan 

Lef 

Len 

Lo 

Lor 

Mad 

Mah 

Mas 

Mau 

Mcl 

McM 

Mi 

Miller 

Mont 

Mor 

Mur 

Mus 

Newa 

Ni 

Od 

01 

Park 

Pat 

Ph 

Pi 

Pr 

Prin 

Ram 

Re 

Rid 

Rio 


Bi 

Bl 

Bow 

Br 

Brown 

Bru 

C 

Cam 

Cas 

Ch 

Cl 

Cle 

Com 

Con 

Cr 

Cro 

Dav 

De 

Dim 

Do 

Du 

Dun 

El 

En 

'Far 

Fe 

Fo 

Fos 

Fu 

G 

Gi 

Gil 

Good 

Gr 

Gu 

H 

Har 

Harris 

Hei 

Hen 

Ho 

Hoi 

Hu 

Hunt 

Jad 

Je 

Jor 

K 

Ken 

Ki 

Ko 

Kr 

Lar 

Lau 

Lev 

Li 

Lu 

Ly 

Man 

Mar 

Me 

McCl 

Me 

Mer 

Milli 

Mis 

Morris 

Mos 

N 

Ne 

No 

North 

Or 

Os 

Pe 

Per 

PI 

Po 

Pu 

Q 

Rei 

Rel 

Ro 

Roc 


Ble 

Bre 

Bu 

Can 

Che 

Co 

Cook 

Cu 

Dem 

Don 

E 

Es 

Fi 

Fr 

Gar 

G1 

Gray 

Hal 

Hart 

Her 

Horn 

I 

Jo 

Kar 

King 

Ku 

Le 

Line 

M 

Martin 

McD 

Met 

Mo 

Mu 

Neu 

O 

P 

Peters 

Por 

R 

Ri 

Rol 


FILING 


207 


Rose 

Ross 

Ru 

Rus 

S 

Sal 

San 

Sar 

Sch 

Schl 

Scho 

Schu 

Sci 

Se 

Sel 

Sh 

Shea 

Sher 

Si 

Sim 

Sk 

Sm 

Smith 

Sn 

So 

Sp 

St 

Stans 

Ste 

Ster 

Sto 

Str 

Su 

Sun 

Sw 

T 

Tar 

Te 

Th 

Thompson 

Ti 

To 

Tr 

Tu 

U 

United 

V 

Vane 

Ve 

Vo 

W 

Wal 

War 

Wat 

We 

Wei 

Wei 

West 

Wh 

White 

Wi 

Williams 

Williamson 

Wilson 

Win 

Wo 

Wood 

Wright 

X-Y 

Z 


b. Copy the list of letters shown on pages 203 to 205. 
Index these letters as follows: 

Refer to alphabetic file subdivisions shown on pages 205 to 207. 
Place after each name the tab designation that will appear on the 
folder in which you would file the letter represented by that 
name. Place this tabbing notation one inch from the name and 
keep your column straight. 

For instance, Sterling Paint Co. should be followed by the 
folder tab designation, Ster. 

Sterling Paint Co. Ster 

This means that a letter from the Sterling Paint Co. should be 
filed behind the Ster guide in the Ster miscellaneous folder. 


CHAPTER VIII 
OFFICE MACHINES 

To the Instructor: The problems planned in connection with 
office machines depend upon the equipment of the office practice 
room. It will be found, however, that some firms are willing to lend 
specimen machines for a limited time, and to set them up and demon¬ 
strate their use and care. 

The simplest equipment should include, besides the necessary 
typewriters, one duplicating machine and one adding machine. 

The acquisition of an addressing machine, while not absolutely 
necessary, provides interesting practice in addressing envelopes, 
putting the inside address on circular letters, and addressing wrappers. 

The mechanism of adding and calculating machines and instruc¬ 
tions for their use vary with the different makes. It matters very little, 
however, in the practice problems, what make of machine is used, for 
all problems of adding and listing may be worked out on any straight 
listing machine, and those involving multiplication, subtraction, and 
division on any calculating machine. 

The scope of this chapter does not permit mentioning all machines 
of a given type; hence, in each case, only a small number of representa¬ 
tive machines have been listed. 

Descriptions of certain office machines which have not been in¬ 
cluded in this chapter will be found in the chapters dealing with the 
particular phases of office work which require the use of these ma¬ 
chines. 

Machines Commonly Used in Business Offices 1 

The day of handwritten business communications has 
passed. No business office today is complete without one 
or more typewriters operated either by hand or by motor. 

1 The machines used in connection with the handling of mail and with the use 
of the telephone and the telegraph will be found described in their respective 
chapters. 


OFFICE MACHINES 


209 


If you have any intention of entering upon a business career, 
a workable knowledge of stenography and typewriting is 
essential. 

There will be many machines which will be new to you in 
the first year of your office work, and these we have listed, 
with a brief description of each. 

There is a tendency in many modern offices to overstock 
with labor-saving devices. These, in some instances, have 
proved a hindrance rather than a help, because of the 
divided responsibility entailed. On the other hand, it is 
almost impossible to say too much for the enormous saving 
of time and hand labor which these modern inventions 
have accomplished. Of the great number of advertised 
labor savers, there are some which will be useful in any 
office. Among these, you will doubtless come in contact 
with various types of duplicating machines, copying and 
dictating machines, adding, calculating, and bookkeeping 
machines, and possibly a few highly specialized instru¬ 
ments such as the telautograph, the dictograph, and the 
electrically-operated typewriter. 


Time Recording Machines 

A time recording system is a great aid in securing punc¬ 
tuality. To secure increased production, it is highly 
important that the leaks occasioned by loss of labor through 
irregular attendance be reduced. On the other hand, the 
employe should be credited with extra hours, if he works 
overtime. 

There are many time recording machines on the market, 
each designed to meet certain needs. Most of these 
machines have an automatic two-color device that prints 
the time in red for those who come late, those who leave 
early, and those who work overtime. 

There are two main classes of time recorders: those 
that record by card, and those that record by dial. The 


210 


APPLIED OFFICE PRACTICE 



Card Time Recording Machine 

illustration above shows a card time recording machine. 
Each employe is given a numbered card, which is inserted 
in an opening in the/clock frame. A lever is then pulled 
down and the exact time is automatically printed on the 
card. The card is then placed in the IN or the OUT rack, 
as the case may be. 

In the dial time recorders, an internal record may be 
kept on a daily or a weekly sheet which forms a pay roll. 
As many as one hundred and fifty people may record their 
time on one machine for an entire week. The illustra¬ 
tion following pictures a widely used dial time recording 
machine. 







OFFICE MACHINES 


211 



Dial Time Recording Machine 


Machines Used in Connection with Correspondence 

1. Dictating machines. (The Dictaphone, the Ediphone.) 
The object of the dictating machine is to eliminate the 
writing of business letters twice, once in shorthand, and once 
on the typewriter. Dictation is recorded on a cylinder and 
later reproduced by the transcribing machine to a typist or 
to a secretary. This method is especially useful when the 
dictation must be given at unusual times, or when one ste¬ 
nographer takes dictation from several persons. 

The equipment consists of: 

a. The dictating machine. This is used by the executive. The 
dictation is given into a mouthpiece and is recorded, or engraved, 
on a cylinder. 

b. Cylinders. On these the dictation is recorded. 




212 


APPLIED OFFICE PRACTICE 


c. The transcribing machine. This is used by the secretary in 
transcribing the dictation recorded on the cylinder by the dictating 
machine. 

d. The shaving machine. This is used to shave the cylinders, 
thus making them ready for new dictation. 

The dictating machine may be installed on the dictator’s 
desk or on a stand near the desk. It is always ready for 
dictation. 

The cylinder is first used on the dictating machine. A 
sapphire point engraves the dictation on the cylinder. A 



Dictating Machine 


lever is used to release the recorder from the cylinder, to 
place it in position to record dictation, or to place the 
recorder in reproducing position do repeat any of the dic¬ 
tation. The cylinder containing the dictation is then 
placed on the transcribing machine. Here it will reproduce 
the dictation exactly as given. A controlling device starts 
and stops the cylinder at the will of the secretary. A 
hearing tube connects the sound box with the ears of the 
secretary. 






OFFICE MACHINES 213 


Transcribing Machine 

2. The machine way of writing shorthand. (Steno- 
type, Dictatype.) The purpose of these machines is to take 
the place of the notebook in the hands of the stenographer. 

The machine writes in plain alphabet type on a strip of 
paper similar to that used in adding machines. However, 
instead of pressing only one key 
at a time, as on the typewriter, 
three, six, ten, or any number of 
keys are struck at the same time. 

Since any number of keys may 
be pressed simultaneously, the 
word “starts” is written in one 
stroke. Therefore, on the short¬ 
hand machine the operator writes 
practically a word at a stroke. On 
the typewriter, this word would 
require seven strokes — one for 
each of the six letters and one 
Stenotype for a S p ace . 

Machine shorthand is based on phonetics — sound writ¬ 
ing. The word should is written shud. Here is a sample 


214 


APPLIED OFFICE PRACTICE 


sentence written exactly as it appears in the notes of an 
operator of the Stenotype. 

SHE 

W O R 
A 

RE D 

HA T 

As you will note from the sentence reproduced above, 
the notes, being in plain type, are easily read by anyone. 
Notes taken by one operator, therefore, may be read by 
anyone else who knows the code. 



Modern Roller Copier 

3. Copying machines. It is highly important, for business 
purposes, to retain copies of all letters and documents sent 
out. For this purpose certain types of machines are in use: 
the letter press and the roller press. 

Copying by means of the letter press is not a modern 



OFFICE MACHINES 


215 


method, but it is still used in some offices when it is impor¬ 
tant that an exact copy of letters and documents, with signa¬ 
tures, be retained. It has certain disadvantages, for the 
process is slow and cumbersome, and likely to blur both the 
original letter and the copy. More than this, letters from 
a correspondent and copies of the replies to that correspond¬ 
ent cannot be filed in one folder, for incoming letters are 
filed in one place, while copies of the answers are kept in 
what is called a “ letter-press book.” In looking up cor¬ 
respondence, therefore, this system necessitates a search 
through several letter-press books in order to assemble what 
is wanted. 

The roller press is the modern type of letter press and 
does away with some of the disadvantages of the old-time 
method. Here a roll of specially prepared moistened paper 
is placed in the machine, and the letters to be copied are 
then fed into the machine over an impression roller. The 
Honeo Copier is a machine of this type. 

The carbon paper method is, however, the common and 
popular way, because the copy is made at the same time as 
the original letter, and also because the copy may be filed 
with the letter to which it is an answer. Corrections or 
changes made on the original must be indicated on the copy, 
otherwise the copy loses its value. Care must be exercised 
in cases where the letter is rewritten, to see that all but the 
final letter and the copy are destroyed. 

4. Duplicating machines. Duplicating machines may be 
classified as: 

a. Machines that make impressions from type through 
an inked ribbon. The multigraph is a machine of this type. 

b. Machines that make impressions by means of stencils. 
The mimeograph comes under this heading. 

c. Machines that call for the use of the gelatin process. 
This is the hectograph principle. Among the machines of 
this type may be mentioned the Ditto Machine and the 
Speedograph. 



Multigraph Typesetter 

the “fill-in” or inside address, and the address on the en¬ 
velope, are typed on the typewriter. A good match is pos¬ 
sible because the multigraph impression may be regulated 
to conform with the touch of the typist who fills in the 
inside address. Thus, only the general tone of the letter 
reveals that it is not personally typed 

An important feature of this machine is the printing ink 
attachment, easily adjusted, by which simple printing may 


216 APPLIED OFFICE PRACTICE 


The multigraph is a type-setting duplicating machine 
which will produce an unlimited number of copies. It is 
useful in circularization work where letters that look like 
originals must be turned out. On some models, it is possible 
to fill in the name and address, sign the letter, and address 
the envelope in one operation. But with the simpler models 







OFFICE MACHINES 


217 


be done. The type, specially designed, is taken from the 
typesetter and set up on the printing drum, as shown on 
page 216, in parallel slots cut horizontally. The printing 
drum is then transferred to the printer. A ribbon is then 
put in position over the type on the drum and the proper 



Printing Multigraph 


adjustments made. The paper is next fed into the machine 
and the copies turned out. Each revolution of the drum 
produces one copy. 

The larger models are equipped with motor drive, 
automatic feed, card and envelope feed, printing ink and 
signature attachments. One of these machines is illustrated 
above. 

In addition, the multigraph may be supplied with a Com- 








218 


APPLIED OFFICE PRACTICE 


potype machine which stamps the characters on strip alumi¬ 
num, cuts it off at the end of each line, and automatically 
assembles the strips of type, a line at a time, on a flexible 
sheet metal blanket. This blanket, when clamped on the 
multigraph, is ready for printing, either through a ribbon 
or with printing ink. 

The mimeograph is a rotary stencil duplicating machine. 
It will reproduce thousands of copies from one stencil and 
therefore it is especially valuable when copies in large num¬ 
bers are required. 



Cutting a Stencil Placing Stencil on Mineograph 


A handwritten stencil is made by writing on the stencil 
with a stylus or steel-pointed pencil, similarly to writing 
on a sheet of paper. Drawings, maps, charts, forms, and 
such work can be traced on the stencil with a stylus. 
Typewriting, handwriting, and drawings can be mimeo¬ 
graphed in combination from the same stencil at one opera¬ 
tion, if desired. 

Typewriting the stencil. Shift the ribbon out of printing 
position, or if there is no shifting device on the typewriter, 
remove the ribbon entirely. Clean the type thoroughly. 
If the platen (roller) of the typewriter is that ordinarily 
used in office work, namely, medium, and the type is in 



OFFICE MACHINES 


219 


reasonably good condition, the accustomed touch of the 
average operator will be of sufficient force to produce a 
clearly made stencil. The stencil will always be legible if 
it is perfectly cut. Certain letters, a and e, particularly, 
may collect particles of the stencil coating, which can 
readily be brushed out with a type brush. Brushing the 
type is therefore recommended for satisfactory results. 
Use a quick touch of the keys and observe the usual pre¬ 
caution to strike with extra force the $, #, %, @, and the 
capitals, M, W, and E, as well as letters known to be es¬ 
pecially worn, on the particu¬ 
lar typewriting machine em¬ 
ployed. Should any letters or 
characters appear less distinct 
than the others, strike these 
lightly a second time, until 
they equal the others in effect. 

In removing the stencil from 
the typewriter, exercise care 
to avoid wrinkling. 

When the stencil has been 
typewritten, it is attached to 
the perforated cylinder of the 
mimeograph. Special mimeo¬ 
graph ink is fed from a foun¬ 
tain on the inside of the 
cylinder. This ink passes through a cloth pad and finally 
through the perforations in the stencil itself. Copies are 
run off by turning the cylinder by means of a handle or 
an electric motor. 

If it is necessary to duplicate drawings, maps, or sketches, 
a special outfit called a mimeoscope is used for preparing 
the stencil. This same equipment is also useful in duplicat¬ 
ing business forms such as bills, invoices, and statements. 

The third method of duplication, the gelatin, or compo¬ 
sition process, is most valuable when more than one color is 



Mimeograph in Operation 



220 


APPLIED OFFICE PRACTICE 


required. This process is especially adapted for making ten 
to fifty copies. The printing beds consist of strips or rolls of 
gelatin composition. 

The original, or master copy, may be typewritten or 
handwritten. If typewritten, a hectograph ribbon or 
duplicating carbon paper is necessary; if handwritten, 
duplicating ink should be used. A good indelible pencil 



A Gelatine Type of Duplicator 


may also be employed when only a small number of copies 
is needed. When duplicating carbon paper is used, the 
carbon copy serves as the original or master copy. 

To prepare the gelatin strip for duplicating copy, the 
printing bed is moistened with a wet sponge, all surplus 
moisture removed, the original placed on it, face downward, 
and pressed out smooth with an impression roller. This 
causes the copy to be transferred to the gelatin surface. 
The original is then removed, the copy sheets put on the 
printing bed, one at a time, smoothed out, and removed at 
once. Some machines have an automatic feeder. 





OFFICE MACHINES 


221 




Graphotype 

for instance, the name and certain information concerning 
each employe appear on the pay roll sheet, the pay en¬ 
velope, and the pay check. In connection with charge 
accounts, the names and addresses of all customers who 
have charge accounts are written on the monthly state- 


Address Plate 


5. Addressing machines. A great portion of the detail 
work in every office consists of the frequent writing of the 
same names of both individuals and articles. In the payroll, 















222 


APPLIED OFFICE PRACTICE 


merits and on the mailing envelopes. Each time an order is 
received, the name, address, and other matter relative to 
the shipment are written on the various forms. Conse¬ 
quently, these machines have a wide range of usefulness — 
addressing envelopes, post cards, wrappers, mailing cards, 



Motor-Driven Addressing Machine 


bills, statements, invoices, tags, labels, waybills, checks, 
pay envelopes, time cards, and time sheets. 

The name and address of the individual, or the name of 
the article with its description or its price, is embossed in 
type on a metal printing plate or cut on a fiber or tissue 
stencil plate. These printing plates are filed, card index 
fashion, in metal drawers or filing cabinets. 

There are therefore two types of addressing machines: 


Perforator for Automatic Typewriter Stencil Automatic Typewriter 


OFFICE MACHINES 


223 



i 


















224 


APPLIED OFFICE PRACTICE 


those making impressions by means of fiber or tissue 
stencils, and those printing from type, including machines 
using metal plates on which characters are embossed. An 
addressing machine which employs stencils is the Elliott Ad¬ 
dressing Machine. The Addressograph prints by means of 
metal plates. 

6. The automatic typewriter. In order to make a large 
number of typewritten letters by a mechanical process, 
the automatic typewriter has been evolved. The process 
is as follows: 

A perforating machine is used for cutting a stencil, 
which resembles a music roll used in a player piano. The 



Varityper 

stencil is placed on the automatic typewriter, which looks 
like a standard typewriter. Paper is placed in the machine, 
and the inside address and the salutation are typed by 
hand. The motor is then turned on, and a typewritten let¬ 
ter is the result. 

Flexible typewriter. (Varityper.) This machine per¬ 
mits the writer to deviate from stereotyped forms of busi- 




OFFICE MACHINES 


225 


ness letters. Usually the type face in any given letter is 
the same throughout. It is possible by means of. this ma¬ 
chine to use many different kinds of type faces. In addi¬ 
tion, letters may be written closer together than usual, and 
the line spacing may also be reduced. This feature enables 
the operator to condense the average two-page letter into a 
one-page letter. A small metallic crescent-like type plate 
contains all the letters and characters in a certain kind of 
type. By taking out one type plate and inserting a differ¬ 
ent one, the operator is enabled to change the kind of type 
at will. 

This machine is motor driven, that is, the operator strikes 
the keys, but the key stroke is completed by an electric 
motor. 


Machines Used by Bookkeeping and 
Financial Departments 



1. Adding machines. Technically, adding machines per¬ 
form only one operation, addition. The addends, or items 
to be added, and the totals 
are recorded on a narrow 
strip of paper. Some adding 
machines have been im¬ 
proved to such an extent 
that it is now possible to 
subtract, multiply and di¬ 
vide as well as add on these 
machines. 

These machines are of 
great assistance in book¬ 
keeping, and in making out 
invoices and statements. Listing Machine 

They are indispensable in 

the modern office because they free the office worker from 
the drudgery incident to repeated arithmetical operations. 

Next to the typewriter, adding machines are undoubtedly 



226 APPLIED OFFICE PRACTICE 

more widely used than any other business office machine. 
These machines are useful for proving daily postings, 
finding daily ledger balances or daily cash balances, footing 
ledger accounts, reconciling a cash book balance with the bal¬ 
ance as indicated by the monthly statement from the bank, 
footing inventories, and for a number of other purposes. 


Types of Calculating Machines 

Adding machines fall under different classifications ac¬ 
cording to use: 

Listing machines. These provide a printed record of items 
and totals. There are a number of good machines, among which 
are the Wales, Victor, and Burroughs. 

Non-listing machines. These machines do not make a printed 
record, but show the result in dials. 



OFFICE MACHINES 


227 


2. Calculating machines. Machines of this type are com¬ 
puting machines that are usually non-listing. They are 
designed to save time and to reduce mental effort by the 
mechanical calculation of problems involving the funda¬ 
mental operations of arithmetic. They will add, subtract, 
multiply and divide, both whole numbers and fractions. 
The result is shown in dials. For figuring invoices, check¬ 
ing and proving sales slips, preparing cost figures, making 



Accounting Machine 


estimates, and figuring pay rolls, these machines are indis¬ 
pensable. Among the calculating machines which are in use 
are Burroughs, Comptometer, and Monroe. 

3. Bookkeeping or accounting machines. (Elliott-Fisher, 
Burroughs, and Remington.) These machines are a devel¬ 
opment of adding machines and typewriters. They are 
used for mechanical bookkeeping. They do not change the 
established principles of accounting, but they do simplify it 
and guarantee accuracy of results. 


228 


applied office practice 


CASH SHEET 


DATE __ 


JAN 12 


„/03 


de&Tts 


164 00 
641 50 


JAN 12 


CASH 

CASH 


120 00 

50 


341 

SALES JOURNAL 


300 


44 00 * l64 00 

00 * 641 50 


ALLEN fc CO 
AUSTIN BROS 


NET CASH 

DISCOUNT 

" ^ 

117 20 
334 68 

2 80 
6 82 

o 

no 


NEWJL08K_ DA TE . VAN 1 8 _ 


.193 


Df7. 4 C RECEIVABLE 


—'Lb 


OLD BALANCC 

NO 

DATE 

26 40 

152 

JAN 18 

142 00 

138 

JAN 18 

96 40 

l6l 

JAN 10 

136 40 

163 

JAN IS 


6 #^6 WO00 PLANES 
3 #/i 26 ■ " 


16 eo 


43 20 * 


pnoor 

NAME 

26 40 

V ADAMS 


l 6 eO 


ACCOUNTS RECEIVABLE LEDGER 


240 20 


126 


192 

JAN 1 
JAN 4 


BALANCE FORWARD 
2 GR WINDOW HOOKS 
5 GR #2 SCREWS 


240 20 


oAo oa 




5TRTCMENT 


THE. PROGRESSIVE CO. 

US.R. 


C H BROWN 
42 CLIFF ST 
BOSTON MASS 


JAN 31 


: AMOUNT mo RETURN THIS STUB WITH YOUR CMCCK 

YOU" CHECK BITURNtO BY YCUB BANK IS YOUR RECEIPT 


>LO BALANCE NO. 


a 240 20 


260 00 
206 40 
136 40 


126 : JAN 4 


142 


JAN 9 
• JAN 12 
163 : JAN 10 


DESCRIPTION 


Bala*C* POAWA.O 

2 GR WINOOW HOOKS 
5 GR #2 SCREWS 
1 GR 12" BRACKETS 
1 ROLL WIRE SCREEN 
CASH 

1 KEG 4114 NAILS 
1 DOZ #26 HAMMERS 
-> r.B *162 HOOKS- 


32 


PRICE 

AMOUNT 

CHARGES 

o o o 

r\|V© .-l 

2 40 

3 00 

14 40 

i9 eo 
26 40 

40 

2-20- 

12 50 

4 80 
, 4 £L 

31 TO 


150 00 


invoice 


240 20 


260 00 a 
286 40 a 
136 40 6 


158 10 a 


THE PROGRESSIVE, CO. 


•Oi-P TO C H BROWN 

42 CLIFF ST 
BOSTON MASS 


JAN 19 


BROWN 


OLD WALAMCI 


DtlC*IfTlOK 


ailililsfe 163 1 JAN 10 1 KEG #,14 NAILS 

LrellsirzJIsireJtsira i II 1 00Z #26 HAMERS 

2 GR #/162 HOOKS 


ST rZI tsira Isira [si f3[ 
si TasKasifasT fal 
5i fa Sira Sira isi fal 


ts faGuasuasu ai 

(si raSuatsTrasp . 




- ^ 


21 70 


T..M. IVIOBAV. .ODAY-NKT NO ALi^WBO APTBRIK> 

MO NL...O HAO. WCT-.N • .... POOH -«C«OT OPOOOOO 


o 


o 


o 


Bookkeeping Forms 

This set of forms shows: (1) an invoice; (2) a statement; (3) a posting 
to the Accounts Receivable Ledger; (4) an entry in the Sales Journal; 
(5) an entry in the Daily Record of Cash Receipts. Entries have been made 

on all five forms at one operation. 






































































































































OFFICE MACHINES 


229 


Bookkeeping or accounting machines are used for practi¬ 
cally all kinds of bookkeeping work. The machines not 
only add and subtract the debit and credit postings, but, 
in addition, prove the correctness of these entries. Each 
account shows at all times the current balance — proved 
by the bookkeeping machine. 



Automatic Feed Billing Machine 

This illustration gives a general idea of the flat writing surface used in 
modern billing machines. The forms are fed through the machine from the 
rear in one continuous strip containing hundreds of sets. The carbon paper 
also is in long strips and is interleaved between the form copies. 

4. Billing machines. (Remington, Burroughs, and Elliott- 
Fisher). Billing machines contain, in addition to a stand¬ 
ard typewriter, a calculating mechanism electrically con¬ 
trolled. It is therefore possible to print all entries and 
make the necessary extensions, in addition to computing 
all necessary discounts when the proper keys are manipu¬ 
lated. They are used in the accounting departments of 


230 


APPLIED OFFICE PRACTICE 



These forms consist of seven copies and represent one of the methods used 
to combine billing and order writing. The first copy is the original copy for 
the customer; the second is for the bookkeeping department; the third is the 
shipping copy; the fourth, the statistical copy; the fifth, the express receipt; 
the sixth, the packing slip; and the last, the follow-up copy. The seven copies 
shown above were made with one operation. 








OFFICE MACHINES 


231 

business houses. Such machines are used for making state¬ 
ments, pay rolls, invoices, order entries, departmental rec¬ 
ords, statistical work, and for a variety of similar purposes. 
The automatic feed billing machine eliminates the following 
waste motions: 

1. Inserting carbon sheets between form copies. 

2. Jogging carbon sheets and form copies into alignment. 

3. Inserting the sets into the machine. 

4. Realigning the sets for good registration. 

5. Moving the sets to the first writing position. 

6. After writing, withdrawing the completed forms from 
the machine and removing the carbon sheets from between 
the form copies. 



1 2 3 

Electrical Tabulating and Accounting Machine 

1. Electric Key Punch 

2. Electric Card Sorting Machine 

3. Electric Accounting Machine 

5. Tabulating machines. (The Hollerith and the Powers.) 
Tabulating machines are designed to compile, classify, and 
analyze statistical information relating to appropriation and 








232 


APPLIED OFFICE PRACTICE 


expense distribution, sales analysis, cost accounting, stock 
accounting, railroad accounting and statistics, insurance ac¬ 
counting, and statistics. 

Information is coded and transferred to certain cards by 
means of a punching machine which makes perforations in 
the proper places. These cards are printed with vertical 



columns of figures running from 0 to 9, or from 0 to 12. 
All the information that is to be recorded on the cards 
must be expressed in figures. 

The sorting and tabulating of the cards depend on the 
information desired. Cards are put through a sorting 
machine, where they are sorted automatically, according 
to the perforations, into certain classifications previously 
planned. Each group classification is then fed into a hopper 
and run through a tabulating machine, which tabulates as 
many as five columns of information at one time, and prints 
the report. 

Special Communicating Machines 

1. Interior telephones. The primary purpose of the 
telephone is to provide contact with the outside world. 
When telephones are used for inter-office conversation, 
they are diverted from this main function, with the result 
that both interior and exterior telephone service suffers. 

In order to avoid this condition, the dictograph has come 
into widespread use. This machine makes it possible to 







































OFFICE MACHINES 


233 


call several departments for information while holding an 
outside party on the wire, and it makes it unnecessary for 
an executive to leave his desk for consultation. 

This system eases the burden at the switchboard by 
removing the interior traffic, and an improvement is usually 
evident in the outside service. This is due to the fact that 
the operator is able to devote her entire attention to this 
class of calls. 



Dictograph 

To make a call, it is only necessary to raise a key and talk. 
This system enables an executive to enter into discussion 
with one or more of his associates without handling a receiver 
or speaking into a mouthpiece. This convenience is effected 
by means of a sensitive microphone which transmits the 
message, and a loud-speaking receiver through which the 
answering voice is reproduced clearly and distinctly. 

The dictograph has these advantages: 

1. The outside telephone wires are kept free for outside 
calls as all internal telephone conversations take place on 
this interior telephone system. 

2. It is very desirable that every executive be in a place 
where he can be promptly found. Naturally, this place is at 
his desk. The dictograph makes it possible for him to 
conduct business from his desk. 








234 


APPLIED OFFICE PRACTICE 


2. The telautograph. The telautograph is an instrument 
used for transmitting handwriting instantaneously over 
wires. It is used in banks, offices, railroad terminals, 
factories, hospitals, hotels, wholesale houses, department 
stores, insurance companies, and in other business houses — 
wherever interdepartmental communication is desirable, 
or where it is necessary to transmit messages of grave im¬ 
portance, particularly messages containing figures. 



Telautograph 

1. Transmitting Station. 2. Selecting Switch Keys. 

3. Receiving Station. 


Messages written on a transmitter are instantly repro¬ 
duced on receivers located in adjoining departments, 
buildings, or cities. A permanent written record of every 
message sent or received is made in indelible ink. Impor¬ 
tant messages and communications of any kind, in order to 
be of permanent value, must be recorded. A message by 
telephone depends for its accuracy largely upon the person 
receiving it. A message by telegraph depends for its accu¬ 
racy to a large extent upon the receiving telegrapher. 

The method of sending messages by telautograph is un¬ 
usually safe as it furnishes a permanent record on rolls of 
paper. The message appears in the identical handwriting 







OFFICE MACHINES 


235 


of the sender at all the stations which are connected. In 
this way, responsibility for error can at once be located. 

3. The telephone typewriter is used for sending and 
receiving messages over telephone wires. The machines 
are so constructed that when a message is typed on one 
machine in a circuit it appears simultaneously in type- 



Telephone Typewriter 


written form on any or all machines in that circuit. The 
four general classifications of Telephone Typewriters are: 

1. Tape sending and receiving (like the one in the pic¬ 
ture) which can both send and receive messages. 

2. Tape receiving only. 

3. Page sending and receiving, which are adapted to 
using paper of letterhead width. An attachment may be 
fitted to this machine which permits automatic sending. 

4. Page receiving only. 

Telephone typewriters are used by business firms, finan¬ 
cial houses, industrial concerns, and press associations hav- 










236 


APPLIED OFFICE PRACTICE 


ing offices in several cities. Stock market reports, financial 
news, orders, reports of various kinds, news items and many 
other messages are transmitted between distant cities at a 
speed ranging from forty to sixty words a minute. 

Miscellaneous Machines 

The photostat is a simple, practical machine for quickly 
producing photographic copies of drawn, written, or printed 
matter. 

A roll of specially sensitized paper is held in the machine 
and the subject photographed directly upon this paper in 



Photostat 


a few seconds’ exposure. No film or glass negative is re¬ 
quired. The exposed section of paper is then wound directly 
into the developing compartment of the machine and cut 
from the roll. In thirty seconds the developed print is 
drawn into the mixing compartment where it remains while 
subsequent copies are made, after which all the fixed prints 
are removed to a tank of circulating water where the chem¬ 
icals are washed off. Copies are then dried and are ready 
for use. 







OFFICE MACHINES 


237 


This method is in general use all over the world by gov¬ 
ernment departments, banks, insurance companies, rail¬ 
roads, industrial corporations, and individuals who have 
need for facsimile copies. 

Automatic paging systems. These are systems for pag¬ 
ing officers or employees in any large establishment by 
means of a code system of signal bells, electric horns, 
buzzers, or other sounding devices. The same purpose may 
be accomplished by means of a system of flashing lights. 

Autographic registers. These are time-saving machines 
used for writing several business records or forms at one 
time. By the use of carbon paper, the copies are made 
simultaneously with the original. The printed forms may 
be purchased in continuous rolls or in interfolded contin¬ 
uous strips. 

Cash registers. These record the amount of sales in retail 
selling, check the amount taken in during the day, and 
receive the actual money 
paid. They work automat¬ 
ically, and at the same time 
record and make visible the 
amount of each sale. 

Check certifiers. The 
check certifier is used in 
banks to print a form of 
certification across the face 
of checks. This form is 
used when banks certify 
checks. 

Check protectors. These 
are machines designed to 
prevent tampering with , 
checks. They not only write 
the check but they perforate 
what is written, and print the amount in two-color, acid- 
proof ink. 



Check Protector 


238 


APPLIED OFFICE PRACTICE 


Protected bank paper is also in common use. Since plain 
white checks are easy to alter, and ordinary safety paper 
may also be successfully tampered with, firms are using a 
special type of paper on which any change can be instantly 
detected. When acid is applied to this paper the speckled 
surface reveals innumerable printings of the word “ VOID.” 

Coin counters and sorters. These are portable, motor- 
driven devices for separating quantities of mixed coins 
according to their several denominations. 

Coin changers. These are an aid to cashiers in such 
places as stores, restaurants, and theaters, and to paying 
tellers in banks, for the speedy delivery of coin change. 

Copy holders. These devices are used by stenographers 
and typists to aid in securing correct sitting posture and to 
relieve eye strain. One kind holds the copy in a vertical 
position at the back of the typewriter at a range which 
makes it easy for the stenographer to transcribe notes or 
read typewritten, handwritten, or printed copy. The line of 
copy which is being written is indicated by a line bar, regu¬ 
lated by a lever at the right of the typewriter. The opera¬ 
tion of this lever moves the copy upward one line at a time, 
the line bar remaining stationary. Another device holds 
the copy in a vertical position and can be 
moved to any convenient place on the stenog¬ 
rapher’s desk. 

Cutting machines (for stencils). These ma¬ 
chines are used for cutting stencils with which 
to mark cases, crates, and large parcels from 
which tags might easily be lost. The stencil is 
cut on a flexible oil board by a hand machine 
somewhat like a typewriter. Stencils are 
sometimes made in brass, and can be procured 

N MacWne S sets alphabets or figures, or both combined. 

Label pasters. This is a mechanical device 
for gumming all sorts of paper labels. 

Numbering machines. Numbering machines are used 



OFFICE MACHINES 


239 


for consecutively numbering papers, such as invoices and 
checks. By a simple adjustment, the machine may be 
made to repeat each number once (duplicate), or as many 
times as desired. 

Package tying machines. These semi-automatic ma¬ 
chines place cord around any package, tie it, and cut it. 

Paper fasteners. There are several ways of fastening 
papers together, such as wire clips, metal paper fasteners, 
spring steel clip binders, stapling machines, and the 
“Bump” Paper Fastener. The latter, by a single opera¬ 
tion, cuts and binds the papers together. 

Paper cutters. These are used in printing offices and 
other concerns where it is necessary to cut large quantities 
of paper to size. 

Tape sealers. These improve the appearance of pack¬ 
ages and increase the efficiency of the packers by substitut¬ 
ing gummed tapes for cord. 

General Questions 

Note. The Business Machines and Equipment Digest published by Equip¬ 
ment-Research Corporation, Adams-Franklin Building, Chicago, Illinois, will 
be found helpful in answering the following questions. 

1. Differentiate between the following: 

a. Adding machine and calculating machine 

h. Multigraph and mimeograph 

c. Listing machine and non-listing machine 

d. Dictograph and dictaphone 

e. Check writer and check protector 

2. Name the ways by which a letter may be copied. 

3. Name the ways by which a letter may be duplicated. 

4. What machines serve as communication tools? In what way? 

5. What types of addressing machines are on the market? 
Where are they used? 

6. In what department, or in what type of office, is the address¬ 
ing machine used? 

7. What is a “stencil”? For what purpose may stencils be 
used? What machine is used for cutting a stencil? 


240 


APPLIED OFFICE PRACTICE 


8. What machines are used for duplicating by means of a 
stencil? 

9. For what purpose is a clock-dating machine used? What 
protection does it give? 

10. What is used in place of a slitting machine in small offices? 

11. Why do some firms find the use of an interior telephone 
system desirable? 

12. Justify the use of dictating machines in business offices. 

13. What is now taking the place of the ordinary postage stamp 
in many offices? 

14. Mention some devices which modern offices have installed 
to save the time of their employes. 

15. Give general directions for the proper care of office ma¬ 
chines to a newcomer in your business office. 

16. What three directions do you consider absolutely necessary 
in caring for any machine? 

17. What machine is used for transmitting handwriting? 

18. Why are stock market reports sent over the telephone type¬ 
writer? 

19. What is the best method of obtaining as legal evidence 
five facsimile copies of a will? 

20. Name the machines which would be found useful in the 
accounting department of a business office. 


Problems 

I. Problem for the dictating machine. 

a. Put a cylinder on the dictating machine. 

b. Dictate what is said about dictating machines on page 211. 

c. “Listen back” to your dictation. 

d. Place the same cylinder on the transcribing machine. 

e. Transcribe what you have dictated. 

/. If the cylinder is now filled, put it on the shaving machine. 

g. Shave the cylinder properly. 

h. Remove the cylinder and put it into the carton. 

II. Problems for the addressing machine. The first student 
having this problem should typewrite a set of stencils giving the 
name of each employe in the office (the members of the class). 
These stencils should then be filed alphabetically. 


OFFICE MACHINES 


241 


a. Prepare a pay roll list by showing the names of the em¬ 
ployes alphabetically at the left of the paper. Ask your teacher 
for her roll list (class list) and type on your paper, opposite the 
names, the amount of each employe’s salary. 

b. The employes are paid by check. Establish a satisfactory 
bank balance. Ask your teacher for the check book. Fill in on 
the checks, as payees, the names of the employes on your office 
pay roll. Use the typewriter or the billing machine for filling in 
the amounts on the checks. If your classroom affords a check 
protector, use it. 

c. Fill out the stubs on the check book and carry forward the 
balance from page to page. Verify your work as follows: Total 
the checks you have made out, subtract this total from the balance 
you had at the beginning; if the result equals the amount you 
have shown on the stub as the new balance, the work has been 
correctly done. 

d. Address envelopes in which the checks may be placed for 
delivery to the employes. The checks must be signed by the 
treasurer before they are placed in the envelopes and delivered. 

e. Prepare a mailing list for the hardware firm for which you 
are secretary. Use. the mailing list shown on page 83. Increase 
it by twenty-five names and addresses. Alphabetize. 

/. Cut stencils for these names. Place on these stencils the 
name, the address, and “Dear Sir” or “Dear Madam” as the case 
may be. Address envelopes from these stencils. 

III. Problems for the multigraph. 

a. Prepare wrappers for use in mailing. Take 50 sheets of paper, 
size 8i" X 11", placing in the upper left-hand corner the return 
card of your firm. Use the name given below and the address of 
your school. Place the notation “Return Postage Guaranteed” 
just below the return card, as follows: 

The Commercial Products Company 
(Street Address) 

(City and State) 

RETURN POSTAGE GUARANTEED 

b. Take 50 envelopes of commercial size and place in the upper 
left-hand corner the return card of your firm, to conform with 
the letterhead, using the following model: 


242 APPLIED OFFICE PRACTICE 

The Commercial Products Company 
(Street Address) 

(City and State) 

Turn the envelopes over to your instructor to be kept with the 
letterheads. It is absolutely necessary that these multigraphed 
forms be straight and attractively set up. They must also be 
kept clean. Only such material will be acceptable as can be used 
in problem work. 

c. Set up and turn out 50 letterheads, size 8-J-" X 11", for use 
in your business office. Hand the letterheads, when finished, to 
your instructor. Apply for them as you need them. Those not 
required for office practice use will be used for letter-writing in 
your typewriting class. Use the name given below in setting up 
the letterheads. (If a different name has been decided upon for 
the office practice firm name, use the new name.) Set up the 
letterheads in the following form: 


Telephone Cable address “Coproco” 

(Give school telephone number) 

THE COMMERCIAL PRODUCTS COMPANY 
(Street address of your school) 

(Name of your city and state) 


d. On page 243 will be found a specimen of a complete monthly 
statement which is mailed by department stores to “Charge 
Account” customers. 

Turn out 50 statement forms. In place of the firm name on the 
statement substitute the name “Brown & Wallace.” Supply an 
address in your city. 

e. Using as model the form given on page 243, turn out the 
following check forms to be used in assignments on the billing 
machine: 

(1) Twenty-five bearing the name of Brown & Wallace, with 
the name of your city and state underneath. For a bank, use 
the name The South National Bank. The name of your city 
and state should appear under this. 







OFFICE MACHINES 


243 


BARCLAY & STERN, INC. 
Philadelphia, Pa. 

MRS. JOHN A. WENTWORTH 
30-264 159 CENTRAL AVE. 

X-KBBH PHILADELPHIA 


Please return this Coupon with Check. Retain Lower Portion of Statement. Cancelled Check is Receipt 
PAID CHECK NO. 

ALL OUR PRICES ARE BASED ON INSTANT CASH. FOR CUSTOMER’S CONVENIENCE WE KEEP ACCOUNTS OF AN ENTIRE 
MONTH’S PURCHASES. TO BE PAID FOR TOGETHER WHEN BILL IS PRESENTED 

RECEIVED PAYMENT 


Statement from 

Barclay & Stern, Inc. 

30-264 

CHARGES 

CREDITS 

FINAL AMOUNT 
IS BALANCE DUE 


Balance shown on last bill 




19— 

rendered 

14 50 



SEP 12 

1 BATH MAT 

1 25 


15 75 

24 

1 SUIT 

42 00 


57 75 

25 

1 HAT RETURNED 


6 00 

51 75 


RECEIVED $51.75 





WITH THANKS 





NOV 8 19— 





BARCLAY & STERN, INC 





Philadelphia 





Bv CL Jib 





BROWN & WALLACE 


Date 

No. 

Pay to the order of 

Amount 






Dollars 


BROWN & WALLACE 
By - 


To The South National Bank 











































244 


APPLIED OFFICE PRACTICE 


(2) Turn out twenty-five check forms drawn on The Student 
Trust Company, using the model below and the name of your 
city and state on the date line. 


No _ —- 

THE STUDENT TRUST COMPANY 

Pay to the order of 


19. 


Dollars. 


f. Turn out twenty-five label forms for parcel post packages, 
like model shown below. Use paper of size 4X6 inches. These 
are to be used in problems dealing with the handling of mail. 


CONTENTS 

MERCHANDISE — FOURTH-CLASS MATTER 

POSTMASTER: This package may he opened for 
inspection if desired. 

The Commercial Products Co. 

153 Washington Street 
Boston, Mass. 

RETURN POSTAGE GUARANTEED 


g. Using the form shown on p. 245 as a model, set up on the 
multigraph, and turn out 50 Cross Reference Sheets for use in 
filing. Use tinted paper of correspondence size. 





















OFFICE MACHINES 


245 


CROSS REFERENCE SHEET 
Name or Subject File No. 

Regarding Date 

SEE 

Name or Subject File No. 

File cross reference form under name or subject at top 
of the sheet and by the latest date of papers. Describe 
matter for identification purposes. The papers, them¬ 
selves, should be filed under name or subject after 
“SEE.” 


h. Make copies of the following invoice and order forms. Use 
paper of size 6 inches X 8| inches for the former and 8J inches 
X 11 inches for the latter. Run off 50 of each on the multigraph. 

INVOICE NO. 


Leave this space for proper 
letterhead 


Your Order No. 

Dept. No. 

r n 

SOLD TO Date 


L J 


Quantity 

Description 

Unit Price 

Amount 

Total 























246 


APPLIED OFFICE PRACTICE 


ORDER FROM 


BROWN & WALLACE 


Order D71352 

Dept. No. _ 

Div. No. _ 

The Order Number and De¬ 
partment Number MUST 
appear on all invoices and 
packages. All orders MUST 
be on our regular forms. 
The shipper's name MUST 
appear on all packages. 

We pay from statement only 
and payments shall be 
deemed extended until state¬ 
ment is received without loss 
of discount. _ 


Date _19— 

INVOICE DISCOUNT 
%- 


Mailed to 
Given 


Date of 

Delivery _ 

Terms _ 

Dating _ 

Ship Via _ 


Invoices may be attached to the outside of package or mailed. (Please do not enclose in package.) 
For all freight shipments the invoice and duplicate bill of lading or express receipt should be mailed 
immediately upon shipment: 


Style No. 


Price 

Total 








Total, Actual or Estimated Amount of Order 


Acceptance of this order will be taken as a guarantee that the goods are exactly as represented, and 
if anu markings appear thereon or accompany the same designating the weight, measurement, 
ingredients, or quality thereof, such markings shall represent the true net weight, measurement, 
ingredients, or quality thereof, and conform with the standards of the U. S. Government. 

This order is given upon the condition that we are protected against any liability on account of 
trademark, patent or other infringement. . 

All merchandise sent different from sample or order, or not as represented, may m addition to 
all other remedies, be returned at the shipper s expense. 


No order aggregating over $100 is valid un¬ 
less confirmed by an officer of the Company. 
This provision shall not be deemed waived 
by receipt and retention of any merchandise 
not so confirmed. 

Confirmed _ 

for 

By - 

Merchandise Office 


Representative Selling Mdse. 


Buyer 






































OFFICE MACHINES 247 

IV. Problems for multigraph and addressing machines. As¬ 
sume that the firm is engaged in the sale of shoes at retail. 

a. Write a circular letter to be sent out announcing for a period 
of two weeks a reduction of 25% on all shoes. The sale will start 
at 9 o’clock on the Monday morning following the date of this 
letter. The letter is to be dated one week from today. Submit 1 
this letter to the Manager (your instructor) for approval. 

b. After getting the Manager’s approval of the letter, set it 
up on the multigraph. Use letterheads which have previously 
been turned out on the multigraph. Omit the inside address and 
the salutation. These will be added later by the addressing 
machine. 

c. Turn out as many of these circular letters as there are names 
on the mailing list. Use mailing list on page 83. 

d. Fill in the inside address and salutation on these circular 
letters by means of the addressing machine. 

e. Address the envelopes for these letters, using for the purpose 
envelopes on which you have previously put the return card of 
your firm. 

V. Problems for adding, calculating and billing machines. 

1. a. Prepare a monthly form as shown below. Plan for 
thirty-one days. After the ruling for the 31st, draw a line across 
the form, and at the left of the column Amount of Sales write 
Totals . Below this write Total Receipts. 


Egg and Poultry Account for the Month of_, 19— 


Day 

No. 

Eggs 

Laid 

Amount of Sales 

Eggs 

Amt. 
rec’d for 
eggs 

Fowls 

Amt. 
rec’d for 
fowls 

1 







2 








b. Enter the following information: 

No. of eggs laid daily 

No. doz. eggs sold every second day, starting Jan. 1, 19— 
Amount received for eggs 
Amount received for fowls 
















248 APPLIED OFFICE PRACTICE 

Itemize sales of fowls, in Amount of Sales column, filling in price per 
lb., as follows: 

3 fowls weighing 18 lbs. @ 34^ per lb., should be shown thus: 

(3) 18 lbs. @ 34f£ = 6.12 

The first entry for eggs in this column should be: 

9 doz. @ 60f£ = 5.40 

The lower part of the Amount of Sales column is for the entry 
of fowl and the upper part for eggs. 

c. Total all columns except the Day and the Amount of Sales 
columns. 

On the line marked “Total Receipts,” show the total of the amounts 
received for eggs and fowls. (Use the adding machine in getting totals.) 

Eggs are sold every second day. Only full dozens are sold; 
the remainder on hand is carried over and sold with next lot. 

Prices for eggs in January are as follows: (Prices hold until the 
next date shown.) 

Jan. 1 60^ per doz. 

5 65 “ “ 

10 67 * “ “ 

18 70* “ “ 

25 72 * “ “ 

30 73* “ “ 

Prices for fowls in January are as follows: 

Jan. 1 34* per lb. 

3 35* “ “ 

7 36* “ “ 

12 35* “ “ 

16 36 ft “ “ 

20 35* “ “ 

24 34* “ “ 

29 33^ “ “ 

Eggs laid during January: 


1 

55 

8 

59 

15 

64 

2 

60 

9 

62 

16 

69 

3 

58 

10 

58 

17 

70 

4 

54 

11 

70 

18 

65 

5 

62 

12 

63 

19 

63 

6 

60 

13 

69 

20 

72 

7 

65 

14 

68 

21 

69 


OFFICE MACHINES 


249 


22 

62 

26 

69 

29 

63 

23 

60 

27 

74 

30 

54 

24 

63 

28 

70 

31 

62 


25 67 

Fowls sold during January: 


1 

3 fowls weighing 

18 lbs. 

3 

5 

u 

u 

16* “ 

8 

2 

({ 

u 

10 “ 

13 

4 

u 

a 

20 “ 

17 

5 

<( 

u 

22 “ 

20 

3 

(( 

a 

17 “ 

25 

1 

u 

u 

7 “ 

31 

3 

it 

it 

19* “ 


2 . The following were taken from the Ford Price List of Parts. 
Find the total cost of these items for a dealer in Ford supplies. 


Part No. Name of Part Price 

8 2814N .... Rear Wheel (Balloon).$ 5.70 

12 2694B .... Spindle Body-Right. 2.00 

3 2500 .... Rear Axle Assembly.50.00 

8 5119 .... Generator.12.50 

100 5201 .... Spark Plug (Champion) .... 40.00 per 100 

10 5018 .... Bendix. 4.25 

32 5055 .... Cut-Out (Electric).75 

18 6150 .... Carburetor. 3.00 

50 3531 .... Throttle Rod Lever ....... .10 

22 3516D .... Steering Gear Post. 1.75 

25 3439 .... Brake Pedal.65 

6 3250D .... Magneto Coil Assembly .... 5.00 

10 3030 .... Crank Shaft.10.00 

20 3176C . . . . Commutator Oiler. .05 

50 2587 . . . . D. S. Roller Bearing.65 

52 6214B .... Spray Nozzle.15 

15 4050 .... Hood. 6.50 

39 3465 .... Hub Brake Lever.20 

50 3254 .... Magnet Bolt. .03 

12 3100 .... Crank Case.12.00 

29 3041 .... Cam Shaft . 4.90 

17 2582 . . . . D. S. Tubing . 6.50 

10 2850 .... Frame Assembly.20.00 

8 2800 .... Front Wheel (Clincher) .... 7.25 

Use the adding machine in arriving at your total. 


























250 


APPLIED OFFICE PRACTICE 


3. You are employed by the Excelsior Produce Company of 
your city, wholesale dealers in flour, grain, and produce. 

a. Prepare ten invoice forms on the typewriter. If possible, 
use the mimeograph or the multigraph, and provide twenty-five 
forms. Use paper of size 6 inches X 8J inches. 

b. Supplying names and addresses, make out the following 
invoices under current date. A model is shown below. Use the 
adding machine to get your totals. 

Messrs. Brown Bros. & Co. BOSTON, MASS. Dec. 12, 19— 

Warren, R.I. 


Bought of EXCELSIOR PRODUCE COMPANY 


TERMS 30 days 

Tel. Main 0167 

125 bu. Potatoes $.84 

$105.00 

25 " Barley .70 

17.50 

26 " Corn .95 

24.70 

c. What is the total of all the invoices? 

No. 1 Terms 2/10, Net 30 

93 bu. Potatoes 

@ $ .95 

50 “ Oats 

.45 

76 “ Corn 

.95 

126 bbls. Flour 

6.15 

76 “ Apples 

3.50 

No. 2 Terms 2/10, Net 30 

475 bu. Potatoes 

@T $ .84 

55 “ Barley 

.55 

91 Wheat 

.90 

87 “ Corn 

.95 

96 bbls. Apples 

3.25 

25 “ Flour 

6.25 

No. 3 Terms Net 60 days 

47 bu. Corn 

@ $ .94 

130 “ Oats 

.44 

73 “ Barley 

.69 

112 “ Potatoes 

.85 

32 “ Wheat 

.90 

33 bbls. Apples 

3.40 

89 “ 

3.25 

115 “ 

3.10 

36 “ Flour 

6.05 

53 “ “ 

6.25 





OFFICE MACHINES 


251 


No. 4 Terms 1/20, Net 30 


77 bbls. 

Apples 

@ $ 3.25 

42 “ 

U 

3.40 

121 “ 

Flour 

6.15 

78 “ 

u 

6.20 

37 “ 

it 

6.31 

27 bu. 

Barley- 

.68 


No. 5 Terms 2/10, Net 30 


57 bxs. 

Oranges 

@ $7.50 

22 “ 

Grapefruit 

5.50 

12 “ 

Lemons 

6.50 

42 bkts. 

Grapes 

1.20 


No. 6 Net 30 


7 bu. 

Carrots 

@ $1.00 

32 “ 

Peas 

2.00 

25 11 

Beans 

3.50 

19 bxs. 

Oranges 

2.75 

7 crates 

Melons 

2.00 


No. 7 Net 30 days 


48 bbls. 

Apples 

@ $2.36 

33 “ 

u 

2.25 

86 “ 

it 

2.40 

42 “ 

it 

2.31 

64 “ 

Flour 

6.17 

81 “ 

a 

6.31 


No. 8 Terms 2/10, Net 30 


165 bu. 

Barley 

@ $ .61 

93 “ 

Oats 

.48 

116 “ 

Potatoes 

.85 

156 “ 

Wheat 

.90 

86 “ 

Corn 

.95 

82 bbls. 

Apples 

3.10 

33 “ 

u 

3.25 


252 


APPLIED OFFICE PRACTICE 


No. 9 Net 30 days 


67 crates 

Grapefruit 

@ $5.55 

97 “ 

Oranges 

7.75 

83 “ 

CC 

7.25 

76 “ 

u 

7.80 

22 “ 

Lemons 

6.45 

44 bbls. 

Apples 

3.25 

76 V 

u 

2.95 


No. 10 Terms 2/10, Net 30 


155 bbls. 

Flour 

@ $6.25 

73 “ 

Apples 

3.30 

81 “ 

U 

3.10 

48 bu. 

Oats 

.45 

82 “ 

Wheat 

.90 

41 “ 

Corn 

.95 


4. Brown & Company purchased from F. C. Pettes & Co. 
Feb. 1, 19—, the following goods at reduced prices. 

a. Make out the invoice for this bill of goods. Use the adding 
machine in arriving at totals. 

b. Assume the terms to be 2/10, net 30, and the bill paid Feb. 9. 


What difference, if any, will this make? 

2 Men’s Sweaters @ $ 4.25 

4 Youths’ Heavy Overcoats 12.00 

5 Men’s Heavy Mackinaw Shirts 5.00 

3 pr. Men’s 1-buckle Dress Arctics 2.00 

2 Men’s Very Heavy Blue Melton 2-pc. Suits 11.50 

1 doz. Men’s Outing Flannel Shirts 1.00 

7 Men’s Overcoats 22.00 

4 Children’s Heavy Overcoats 6.25 

3 Boys’ Sweaters 2.25 

1 Ladies’ Black Coat 45.00 

4 prs. Men’s All Wool Campton Trousers 5.00 

7 Boys’ Mackinaws (6.00 to 9.00) 

2 Boys’ Sheeplined Duck Coats 8.00 

1 Ladies’ Racoon Jacket 70.00 

1 Men’s Muskrat Lined Black Beaver Coat 50.00 

2 Men’s Sweaters 7.00 

1 Ladies’ Black Wolf Long Coat 35.00 

7 Men’s Overcoats 35.00 

5 prs. Men’s Heavy Wool Union Suits 4.00 


OFFICE MACHINES 


253 


5. You are employed by Brown & Wallace, a department store 
in your city. The store has placed the following orders with 
wholesale houses and manufacturers for goods to be taken into 
stock. The orders were dated as follows: 


Order No. 575 

27th of the month before last 

576 

18th of the second month before last 

577 

3d of last month 

578 

8th of the month before last 

579 

7th of the month before last 

580 

17th of the month before last 

581 

30th of the month before last 

582 

24th of the month before last 

583 

26th of the second month before last 

584 

26th of the second month before last 

585 

2d of last month 


Take order forms which you have previously run off on the 
multigraph (see page 246) and write under the name, “ Brown & 
Wallace,” the name of your city and state. Make out the orders 
in triplicate, using carbon paper for the purpose. At the top of 
the duplicate copy, type the words “Controller's Office Copy,” 
and on the top of the triplicate copy, the words “Selling Depart¬ 
ment Copy.” The Controller's office copy is sent to the Order 
Checking division of the Controller’s office to check against the 
invoices as they come in. The Selling Department Manager re¬ 
tains the copy made for his department. The original goes to the 
wholesaler or to the manufacturer. 

For delivery dates, use the following: 


Order No. 575 

4 weeks 

576 

23 days 

577 

1 week 

578 

18 days 

579 

22 “ 

580 

27 “ 

581 

10 “ 

582 

18 “ 

583 

45 “ 

584 

5 weeks 

585 

9 days 


date of 

It tt 


from 

ii 

tt 

tt 

tt 

It 

tt 

It 

It 

tt 

it 


a tt 

a tt 

tt it 

ft tt 

tt tt 

tt ft 

tt tt 

it tt 

tt tt 


order 

tt 

It 

tt 

tt 

It 

It 

tt 

tt 

ll 

tt 











254 


APPLIED OFFICE PRACTICE 


Since these orders are to be mailed to the wholesaler or to the 
manufacturer, cross out the word “given” before the line pro¬ 
vided for the seller’s name. In cases where the order is delivered 
personally to the seller’s representative, the word “mailed” 
should be crossed out. 

Do not fill in the line headed “ dating.” This is filled in when 
the invoices are given a later date than that on which they are 
sent out — an advantage to the buyer. 

After the merchandise items have been entered in their proper 
places, prices extended, and the totals entered, verify your work. 

Order No. 575 Dept. 27 

Ordered from the Eureka Mfg. Co., Providence, R.I. Terms: 2/10, 
Net 30. 

4| doz. Shirts CM. @ $30.00 per doz. 

2\ “ “ CMX. 36.00 “ “ 

6 “ “ CMDB. 42.00 “ “ 

2 “ “ CMDBX. 48.00 “ “ 

To be shipped by Express 

Order No. 577 Dept. 30 

Ordered from Ferber & Mersheim, 349 Broadway, New York. Terms: 
2/10, Net 30. 

5 doz. Ladies’ Handkerchiefs, No. 6001, @ $1.50 per doz. 

3 “ Men’s “ “ 7063 2.50 “ “ 

To be shipped by Parcel Post 

Order No. 579 Dept. 15 

Ordered from F. Miller & Sons, Buffalo, N.Y. Terms: 2/10, Net 30. 

3 doz. Brown Hats 903 . ... @, $36.00 per doz. 

| “ Stetsons 972 72.00 “ “ 

4} “ Soft Hats 1061 48.00 “ “ 

To be shipped by Express 

Order No. 576 Dept. 33 

Ordered from Lawrence & Willson, Albany, N.Y. Terms: 2/10, Net 30. 

24 Men’s Reefers 461.. @ $20.00 each 

12 “ Trousers 208 . 2.35 “ 

12 “ “ 601 . 3.00 “ 

To be shipped by Express 










OFFICE MACHINES 


255 


Order No. 581 Dept. 25 

Ordered from Brown & Duncan, 392 Broadway, New York. Terms: 
2/10, Net 30. 

6 Boys’ Suits 901 . . . @ $ 5.50 ea. 

3 “ Overcoats 1064 . 9.50 “ 

2 doz. Boy’s Knickers 761 . 15.00 per doz. 

To be shipped by Express 

Order No. 578 Dept. 32 

Ordered from Arnold & Keyes, Worcester, Mass. Terms: 2/10, Net 30. 

4 doz. P. & F. Suspenders 961 . . @ $4.50 per doz. 

2 “ Silk “ 1000 .... 9.00 “ “ 

3 “ Light Wt. “ 461 ... . 4.00 “ “ 

To be shipped by Express 

Order No. 584 Dept. 29 

Ordered from Douglass, Washburn & Co., Reading, Pa. Terms: 
2/10, Net 30. 


Lot 210 2 pr. Trousers 32/30 . . 

. . . @ $2.30 ea. 

2 “ “ 34/31 . . . 

. 2.30 “ 

3 “ “ 36/32 . . , 

. 2.30 “ 

3 “ “ 36/34 . . , 

. 2.30 “ 

2 “ “ 38/32 . . . 

. 2.30 “ 


To be shipped by Express 


Order No. 583 Dept. 23 

Ordered from Ashley, Price & Co., Lowell, Mass. Terms: 2/10, Net 30. 
i doz. Ex. Black Motor Coats 321 @ $50.30 per doz. 

, ,, ,, „ ^ , , , , ™ AS “ “ 


1 u 

2 

ft « Coats, bkls. 00 402X 

45.40 

2 “ 

“ “ “ “ 402 

43.10 

5 “ 

u u Overalls 377 

18.00 

8 “ 

Black Cape Ann Hats 456 

8.10 


To be shipped by Express 


Order No. 580 Dept. 18 

Ordered from Albert Hosiery Co., Reading, Pa. Terms: 2/10, Net 30. 

3 doz. Cotton Socks 725 . ... @ $2.25 per doz. 

4| 11 Silk “ 750 . 4.00 “ “ 

2i “ S&W “ 830 . 8.00 “ “ 

To be shipped by Express 











256 


APPLIED OFFICE PRACTICE 


Order No. 582 Dept. 26 

Ordered from E. P. Dutton Co., 967 Broadway, New York. Terms: 
2/10, Net 30 

5 doz. C. Silver Knives 673 . . . @ S14.00 per doz. 

3 11 “ “ Forks 841 .... 12.00 

To be shipped by Parcel Post 


Order No. 585 Dept. 21 

Ordered from Eureka Dress Co., 225-4th Ave., New York. Terms: 
2/10, E O M 

3 Women’s Gowns 36, 38, 40 . @ $25.00 ea. 

3 “ “ 34, 36, 38 . 44.00 “ 

2 “ “ 34, 38 . 52.00 “ 


To be shipped by Express 

6. Use, in sets of three, the invoice blanks turned out on the 
multigraph, and make out for the wholesalers the invoices which 
the goods ordered on page 255 call for, as follows: 

(Date these invoices three days before delivery dates referred to on 
page 253.) 

a. On the first blank of each set, print the name and address 
of the wholesaler in the proper position. 

b. On the second invoice of the set, print in the proper space 
the name of the wholesaler. 

c. On the third invoice of the set, print, in a position corre¬ 
sponding to that occupied by the name of the wholesaler on the 
second of the set, the words “ Customer’s File Copy.” 

(The first and third invoices of each set go to the customer, the second 
is kept by the seller.) 

d. Insert carbon paper between the sheets of the set. Place 
in the machine, and put the number “2500” in the space provided 
for the invoice number, after the abbreviation “No.” (Each 
succeeding sqt will be numbered one higher.) Fill in the Order 
and Department numbers. Complete the invoice. 

e. Make out the remaining invoices, in sets of three, following 
the directions given above. 

In considering the terms, the time starts with the date of 
invoice. The invoices were paid as follows: 





OFFICE MACHINES 257 


(The lowest numbered invoice corresponds with the lowest numbered 


order, etc.) 


Invoice No. 2500 7 days after date of 

2501 30 “ “ “ “ 

2502 10 “ “ “ “ 

2503 9 “ “ “ “ 

2504 10 “ “ “ “ 

2505 9 “ “ “ “ 

2506 10 “ “ “ “ 

2507 8 “ “ “ “ 

2508 10 “ “ “ “ 

2509 28 “ “ “ “ 

2510 9 “ “ ut “ 


invoice 

ll 

(( 

u 

ll 

It 

It 

ll 

It 

tc 

ec 


f. What amount will settle each invoice? 

g. What account will the bookkeeper in the office of Brown & 
Wallace set up to take care of the saving effected through taking 
advantage of discounts? 

h. After having your answer to question / approved by your 
teacher, write checks to settle each invoice. (Your teacher, 
representing Brown & Wallace, will sign the checks.) Brown & 
Wallace have their checking account with the . South National 
Bank, your city. 

i. Make the proper entries in the Ledger to show settlement 
of the invoices. 

j. The check book balance is now $6984.63. Make the proper 
record for each check on the stub and show balances. The entry 
in the case of the check for the first invoice should read: 


No. 898 

Date (Current) 19— 



Pay to The Eureka Mfg. Co. 




For Invoice No. 2500 for Dept. 27 

573.00 



Less 2% 

11.46 

561 

54 


k. What is the bank balance after payment of all invoices? 

7 . a. Make out for Brown & Wallace monthly statements for 
the following charge sales. 

The statements are to cover charge sales for the month before 
last. 







258 APPLIED OFFICE PRACTICE 

The customers are named below, listed in the order of their pur¬ 
chases. 

b. Use the first two groups of items for Mrs. James M. Ferris, 
the next two groups for Mrs. Mary A. Robinson, and so on. 

c. Date the statements for the last day of the month before 
last. 

d. Use any days of the month before last except the last day 
as the date of purchase. 

Mrs. James M. Ferris 
(Emma C. Ferris) 

Mrs. Mary A. Robinson 
Mrs. Frederick C. Abbott 
(Clara E. Abbott) 

Miss Florence K. Mason 
Mrs. Elizabeth P. Collins 
Mrs. Roy L. Babcock 
Miss Alice G. Manzer 

What is meant by a Ledger Sheet? Make one for each of the 
accounts which you have made out. 


2 Quaker Lace Curtains.@ $3.95 

1 Folding Ironing Board.2.15 

1 Carpet Sweeper.2.25 

1 Perfection Oil Heater.4.90 

1 Porcelain Top Table.6.98 


1 Percolator. @ $1.92 

2 Sauce Pans.60 

1 Tea Kettle.1.54 

1 Double Boiler.1.40 

1 Double Roaster.4.00 


3 Nightgowns.@ $2.00 

1 Crepe Kimona.3.58 

3 Men’s Shirts.1.65 


1 Electric Iron.. @ $ 2.83 

1 Persian Rug.50.00 

1 Wool Mixed Blanket. 5.00 

1 Broom.69 






















OFFICE MACHINES 


259 


1 pr. Women’s French Suede Gloves . @ $ .89 

1 Silk Blouse .10.75 

2 Silk and Wool Union Suits. 2.95 

1 Dresser Scarf . 2.25 

6 yds. Percale.17 


12 Pillow Cases.@ $ .33 

6 Sheets 81 X 90. 1.00 

1 doz. Turkish Bath Towels. 4.50 

1 Linen Damask Table Cloth.10.50 

1 doz. Napkins to Match.10.50 

1 English Porcelain Dinner Set .30.00 


2 prs. Women’s Hose. @ $1.45 

1 pr. Women’s French Gloves. 2.45 

1 Hand Bag. 5.00 

3 yds. Charmeuse. 2.30 


1 Wardrobe Trunk.@ $24.50 

1 pr. Women’s Patent Leather Pumps . . 10.00 

1 Child’s Coat.14.75 

2 Gingham Aprons.79 


1 Men’s Elgin Watch. @ $25.00 

3 prs. Men’s Socks.75 

4 Men’s Handkerchiefs.45 

2 Men’s Worsted Union Suits. 1.78 


1 Step Ladder.@ $1.89 

1 Willow Carpet Beater.29 

1 Furnace Scoop.55 

1 Clothes Hamper. 2.00 

1 Knife Box.50 

1 Water Pail .79 


1 Floor Lamp .@ $16.88 

1 Sofa Pillow . 2.29 

2 Bed Spreads . 1-95 

1 Mattress. 19.50 






































260 


APPLIED OFFICE PRACTICE 


1 Motor Coat.@ 

1 Hat. 

2 Shirts. 

2 Union Suits. 

1 Boys’ Suit.@ 

1 Pr. Boys’ Pants . 

1 Overcoat . 

1 pr. Suspenders.@ 

3 pr. Silk Socks .. 

4 Handkerchiefs. 

1 pr. Gloves. 

1 Tie. 

VI. Problems in making a pay roll. 

Following is the time schedule for the Eureka Metal Works 
factory for the week ending Nov. 28, 19—: 

a. What is the total number of hours and the amount due 
each employe. Give, in addition, the total number of hours for 
the week and the total amount of the pay roll. Total all other 
columns except the rate column. Two employes have had ad¬ 
vances during the week, the amount of which should be deducted 
from the amount due. 

Some firms pay by check. Others, especially those whose pay 
rolls are made out weekly, employ the envelope system. This 
necessitates the paying of each employe in currency. 

b. The Eureka Metal Works uses the envelope system. 
Make out from the pay roll the change memorandum for the 
office, using the form shown on page 262 as a model. In mak¬ 
ing this change memorandum, be sure that the highest denomina¬ 
tions of both bills and coins are used. For instance, $31.85 will 
appear on the change memorandum as: 

1 20-dollar bill 
1 10-dollar bill 
1 1-dollar bill 
1 50-cent piece 
1 25-cent piece 
1 10-cent piece 

c. Prepare a pay roll memorandum for presentation to the 
paying teller at the bank. A model is shown on page 262. 


$ 10.00 

7.00 

5.00 

4.00 

$ 9.25 
2.00 
15.00 

$ .65 
.50 
.25 
2.50 
1.00 















OFFICE MACHINES 



M 












O 

CD 

oo 


CD 

CJ1 


CA 

?o 

M 

o 

• 


> 

Ch 

00 

s 


sc 

o 

o 

Q 




h- 1 

• 

• 

«: 

• 

p 

H* 

0 

0 

P 



cr 



p 


p 

H* 

p 

O 

P 



0 


tr 

o 

Q 

< 

P 

p 

P 

P 



P 

• 

• 

p 

• 

0 

c+ 

H- 

03 




c+* 





<< 

O 

W 

0 





o 

00 

o 

S 


P 



-a 



21 

p 

p 

p 

o 

w 


O 

o 

• 

<J 


• 

** 

B 

p 

u 

• 

S 

• 

• 


© 



0 

w 

CL 

o 


P 



> 



o 

W 

o 

<< 

p 

"0) 

P 

w 

in 

p 

Cb 


O 


p 

P 

p 

p 

P 

p 

p* 

B 


P 



0 

M 

H- 

H- 

* 

0 

w 



M 




CL 

P 

P 

c+ 

M 

C+ - 



CL 





C** 

03 

0 

a 

p 








0 


p 

o 

O 








P 



p 

P 












CTQ 



10 

00 

0) 

CD 

CD 

OO 

CD 

ao 

CD 

00 

ft 



M|m 


fo|*-< 



tO|M 






-3 

00 

oo 

00 

00 

00 

*1^ 

CO 

-T 

CD 

N»|*- 

p 



00 

<5 

00 


CO 

CD 

CD 

CD 

CD 





n|m 






4- 




M 

M 





M 

M 


p 



o 

o 

CD 

oo 

CO 

CO 

O 

O 

OO 


to|M 



ro|»— 









00CD-300<300OCD00~T 

fo|»- k>|h- io|m ^l*- 1 m|m 


*o|m M|m *-|h* 


Cq 







Hrs. 

Regular Time 


75 

65 

55 

55 

70 

65 

60 

75 

60 

55 

Rate 



Amount 





32 

CO 

Overtime 



Amount 





Wage 




4 

6 

Deduct 


10 

75 



A mount 
Due 




© 

o 


o 


Ob 

<s> 

? r - 

a. 

<s>. 

53 


s: 

o 

< 


ro 

oo 


CD 


261 


EUREKA METAL WORKS 





















































































262 


APPLIED OFFICE PRACTICE 

CHANGE MEMORANDUM 



YONKERS NATIONAL BANK 
Yonkers , N.Y. 

PAY ROLL MEMORANDUM 


Eureka Metal Works 

requires the following: 


Bills: 

20’s . 

10’s . 

5’s . 

2’s 

Fs . 
Coins: 
Halves 
Quarters 
Dimes 
Nickels 
Pennies 


Total 


VII. Problems in making a pay roll for time work. 

a. Rule a form with heading as follows. Copy the data given 
and complete the pay roll. 

















































OFFICE MACHINES 


263 


-3 

U1 


CO 

o 


-q oo 
o o 


-q -q 

Ol o 


oo 

o 


-q 

CJl 


oo 

o 


-q 

Ol 



t — 1 












0 

CD 

00 

-q 

CD 

U 1 

iN 

w 

?0 

M 

© 


sc 

=g 

SC 

ra 

0 

s 

> 

c« 

M 

Ch 



0 

H* 

P 

a 

p 

0 

3 

p 

3 

O 




M 

3 

OP 

3 

3 

C+* 

B 

3 

3 " 



p 

i-* 

3 

p 

M 

3 

3 " 

P 

P 

3 




H* 

«5 

3 


H- 

3 

w 

W 

m 



a 

P 



O 

W 

3 

DO 

C+ 



B 

3 

00 

3 



in 

B 

> 


t- 

p 

3 

B 

ra 

=3 

3 

H- 




Ifl 

3 

c-H 

CO 

• 

H- 

O 

C+- 

c+ 




P 

N 

c+ 

cr 


I — 1 


p 

3 * 

§ 


r 

B 

P 

p 

p 

in 

W 

3 

< 


TO 


p 

to 

3 

3 

p 

O 

O 


0 




3 

w 


*-*) 


0 

3 


3 




p 

0 


H* 


C+- 



a1 





3 


p 


c+ 










h - 1 












a 









00 

CD 

00 

00 

00 

00 

-q 

00 

00 

•q 

M |m 



00 

OO 

CD 

-q 

CO 

00 

cn 

CD 

-q 

00 

to 






*-|m 


^ |w 






00 

-q 

10 

00 

00 

CD 

00 

-q 

CO 

CD 


1 



M 



1 




00 

to 


00 

00 

0 

CO 

00 

-q 

00 

-q 

00 








m|m 


N|M 





00 

00 


00 

-q 

00 

00 

00 

00 

00 

to 


1 

4 ^ 



.3 

w 

w 

>3 


w 


Oo 






m|m 

^|oa 



N>|m 



tci 

3 

OO 


sc 

© 




O 

53 

C-+» 


S3 

to 

«Q 

si 

o»j 

a 

3 

<s>. 


tcj 

3 

00 




© 

Si 

Si 


O 

<2 

TO 

■2 


Si 

«C5 

TO 


to 

TO 

Sq 

Si 

TO 


?! 

* i 


*0 

& 

<si 

-* 

o 


o 

-i 


to- 

<s> 

£ 

a- 

<S> • 

53 


a 

CD 

O 


CD 


CO 


J1 

o 


. HALL & COMPANY 























































































































264 


APPLIED OFFICE PRACTICE 


The following employes worked overtime, for which they are 
allowed time and one-half. This means that two hours’ work 
overtime is equivalent to three hours’ work regular time. 

Ernest Stevens 4 hrs. 

Carl Ormsbee 2 “ 

Howard L. Lane 3 “ 

James Brown was advanced $3.00, and Morris E. Scott, $2.50. 
The amount in each case must be deducted from the total amount 
due at the end of the week. 

b. Make up change memorandum. 

c. Make up pay roll memorandum. 


CHAPTER IX 


REFERENCE BOOKS 

To the Instructor: Students need to familiarize themselves with 
reference hooks. Daily association and use will instill an appreciation 
of their value that can he developed in no other way. It is very de¬ 
sirable that the office practice room contain as many of these hooks 
as possible. 

In addition to an unabridged dictionary and a current almanac, 
there are certain specialized hooks which should he secured. Almost 
any office routine demands a knowledge of the tariff hooks of the tele¬ 
graph companies, the United States Postal Guide, telephone and 
street directories, business directories, credit rating hooks, and rail¬ 
road guides and maps. Some of these hooks are difficult to handle 
because of their size and detail. If, however, they are found in the 
office practice room, the first steps in their use may he taken under 
the instructor’s guidance, and results will he obtained more easily. 
Publishers will sometimes contribute copies of the various trade di¬ 
rectories, if they understand the purpose for which these hooks are to 
he used. The telephone and telegraph companies and the post office 
will cooperate. Some of the larger business houses will contribute 
trade journals, and many advertising firms and tourist agencies will 
furnish pamphlets, time tables, and maps. Many of these hooks 
which are not permanent equipment in the office practice room may 
he found in the high school library or the public library. 

It is necessary to have maps that are large and clear. Students 
become confused, many times, by the amount of printed material on 
maps of textbook size. Wall maps, mounted and glazed, not only 
relieve the congestion of smaller maps, but give students an idea of 
working with space. The folded pocket maps which come in almanacs 
and transit guides are of good size, and if carefully backed with 
stout material, can be used again and again. 

Before beginning this chapter, teachers should be assured that every 
pupil thoroughly understands the use of library facilities and should 

provide such training when necessary. 

265 


266 


APPLIED OFFICE PRACTICE 


As aids to teaching this chapter the following hooks, obtainable in 
most libraries, are recommended: 

Ingles, May and McCague, A. C., Teaching the Use of Books and Libraries. 

New York: H. W. Wilson Co. 1930. 

Mudge, Isadore Gilbert, Guide to Reference Books. Chicago: American 

Library Association. 1929. 

Brown, Zaidee Mabel, The Library Key, an Aid in Using Books and 

Libraries. New York: H. W. Wilson Co. 1928. 

Fay, Lucy Ella and Eaton, A. T., Instruction in the Use of Books and 

Libraries. Boston: F. W. Faxon Co. 1928. 

Scripture, Elizabeth and Greer, M. R., Find It Yourself. New York: 

H. W. Wilson Co. 1927. 

Errors of judgment are sometimes overlooked, but errors 
of fact are seldom excused. This is especially true in all 
forms of office practice. In no other department of business 
and in none of the professions are accuracy and the posses¬ 
sion of all the facts more essential. 

Reference books are tools to be used for finding facts 
and information as the need arises. The most familiar 
examples of reference books are dictionaries, telephone 
directories, and city directories. These are as essential to 
every office as desks, chairs, and typewriters. The most 
common uses of these simple reference books are well known, 
but few people are aware of other purposes which they may 
serve. Still less is generally known of other reference books, 
although these, in certain positions, are of more value 
than the three most common types mentioned above. 

No knowledge will be of more value in office practice 
than a good understanding of the most useful reference 
books; hence, this chapter. Its purpose is: 

1. To describe some of the most important general ref¬ 
erence books. 

2. To suggest the vastness of the supply of specialized 
reference books in the hope that students will investigate 
those pertaining to the positions which they hope to oc¬ 
cupy. 


Reference Library 







•Xv!v!'!v 






pttM 

MM 


llpiliiip 






267 

































268 


APPLIED OFFICE PRACTICE 


3. To encourage the use of the reference facilities of 
libraries for answers to all business questions. 

4. To inspire students to progress in chosen fields of 
endeavor. 1 

Pupils entering the offices of large business organizations 
will usually find some kind of library, varying in size and 
scope according to the different needs of each firm. At the 
first opportunity, library facilities should be investigated 
and acquaintance made with the person in charge. From 
time to time thereafter, as the need for additional reference 
books becomes evident, the librarian in charge will appre¬ 
ciate suggestions and, if possible, provide new books. 

While smaller firms have few reference books and depend 
upon public libraries for much information, no office is too 
small to consider the maintenance of a small collection of 
general reference books with a few pertaining to its particu¬ 
lar business or profession. 

A reference book is one to be consulted for particular 
information, rather than one to be read through. 

The first thing to do in buying or consulting a reference 
book is to note (1) the authority who compiled it, to de¬ 
termine, as far as possible, its authenticity, and (2) the 
copyright date as a protection against false or obsolete in¬ 
formation. 2 

The next thing to do is to find out what the book covers 
and how it is arranged. Is the arrangement alphabetical, 
geographical, chronological, or topical? An understanding 
of the arrangement will simplify your search for information 
and will insure its thoroughness. 

Most reference books, especially those named here, have 
been compiled with the greatest care and every effort has 

1 Pupils who have not had training in the use of libraries will find The Library 
Key by Zaidee M. Brown very helpful. It may be found in most libraries or pur¬ 
chased for 70 cents. 

2 The quickest and surest way to judge the value of reference books is to consult 
Guide to Reference Books by Isador Gilbert Mudge (American Library Association) 
to be found in most libraries. 


REFERENCE BOOKS 


269 


been made to fill them with as much pertinent information 
as possible. Many students form the habit of depending 
upon a book for only one type of information and, conse¬ 
quently, fail to discover further possibilities in the same 
volume. Avoid this error. Give every book a thorough 
inspection the first time you consult it. How many classes 
of information does it contain? 


Dictionaries 

In all courses of instruction in the use of books and 
libraries, dictionaries are usually given a chapter to them¬ 
selves and are always first in order of importance among 
reference books. 

There are two kinds of dictionaries. The first and more 
important is the general dictionary. Most general diction¬ 
aries are published in “ unabridged” and 11 abridged’’ edi¬ 
tions. The word “unabridged” means “nothing left out/ 7 
which indicates that an unabridged dictionary is the whole 
dictionary. An abridged dictionary omits technical words 
and others seldom used. Abridged dictionaries range from 
those of vest-pocket size to books about half as large as 
the unabridged dictionaries from which they were abridged 
or condensed. 

While general dictionaries vary in detail, the purpose of 
all of them is to give all the necessary facts about words. 
Most dictionaries also contain much miscellaneous informa¬ 
tion. The one which is selected should be carefully studied 
in order to understand its system of indicating pronuncia¬ 
tion, derivation, and other facts. 

For spelling, pronunciation, part of speech, derivation, 
and definition the dictionary is an authority. 

It will also answer such questions as: 

1. How shall I divide this word into syllables? 

2. Shall a hyphen be used with this word? 

3. What is the plural for this noun? 


270 


APPLIED OFFICE PRACTICE 


4. Should this word be capitalized? 

5. Is this word correct English or is it slang, out-of-date, 
colloquial, or peculiar to some dialect? 

Miscellaneous information to be found in dictionaries 
usually includes the following: 

1. Maps, population, and other geographical and sta¬ 
tistical information concerning city, state, nation, and 
world. 

2. Explanation of abbreviations in common use. 

3. Translation of familiar phrases from foreign languages. 

4. Marks used by proof readers. 

5. Short statements concerning historical characters and 
those to be found in legends, myths, novels, and stories. 

6. Meaning of Christian names, such as Charles or Al¬ 
bert. 

7. Pictures to illustrate many definitions. 

Of the several general dictionaries published in the 
United States the following are the most widely used and 
recommended: 

Webster’s New International Dictionary of the English Language (Un¬ 
abridged). G. & C. Merriam. 1930. $16.00. 

Webster’s Collegiate Dictionary. G. & C. Merriam. 1919. $5.00. 

New Standard Dictionary of the English Language (Unabridged). Funk & 
Wagnalls. 1930. $16.00. 

Practical Standard Dictionary (Abridged). Funk & Wagnalls. 1927. 
$5.00. 

(Dictionaries are obtainable in any bookstore.) 

For office practice any one of these is acceptable. It is 
customary to have one unabridged dictionary for the entire 
office and abridged editions on individual desks. 

In certain offices, especially those of a professional na¬ 
ture, more information is needed about a particular class 
of words or terms than can be given in a general dictionary. 
Hence, we have many kinds of special dictionaries. 

Pupils entering offices of medical, chemical, architectural, 
religious, musical, engineering, legal, and many other lines 


REFERENCE BOOKS 271 

of endeavor should find out what dictionaries pertaining 
to these subjects are available. 

The following are good examples of widely used special 
dictionaries: 

Crowell’s Dictionary of Business and Finance. New York: T. Y. Crowell 
Co. 1923. 

Gregg, John R., Shorthand Dictionary. New York: The Gregg Pub¬ 
lishing Co. 1916. 

Graham, J. and Oliver, G., Foreign Traders’ Dictionary of Terms and 
Phrases in English, German, French, and Spanish. New York: The 
Macmillan Co. 1906. 

Farrow, E. S., Dictionary of Military Terms. New York: T. Y. Crowell 
Company. 1918. 

Pitman, Isaac & Sons, Dictionary of Commercial Correspondence in Eng¬ 
lish, French, German, Spanish, Italian, Portuguese, and Russian. New 
York: Isaac Pitman & Sons. 1917. 

Gould, George M., Medical Dictionary. Philadelphia: P. Blakiston & 
Co. 1926. 

Peloubets, F. N. and Adams, A. D., Bible Dictionary. London: Religious 
Tract Society. 1928. 

Ballentine, J. A., Law Dictionary. New York: Lawyers’ Co-operative 
Publishing Co. 1924. 

Books about Words 

In all forms of office practice the ability to speak and 
write pleasantly and forcefully is a valuable asset. The 
scope of one’s knowledge is judged by the words and 
phrases used to express it. 

The words, big, tremendous, huge, large, great, capacious, 
roomy, bulky, and vast, all convey the same general impres¬ 
sion, but in any given instance one is more suitable than 
any of the others. 

While dictionaries give synonyms and antonyms, one or 
more of the following books will be found useful in every 
office, and all office workers, especially those entering posi¬ 
tions which have to do with advertising or with the writing 
or dictating of correspondence should be acquainted with 
them: 


272 


APPLIED OFFICE PRACTICE 


Roget, Peter Mark, Thesaurus of English Words and Phrases. New York: 
Longmans. 1925. 

Fernald, James C., English Synonyms and Antonyms. New York: Funk 
& Wagnalls. 1929. 

Soule, Richard, Dictionary of English Synonyms. Boston: Little, Brown 
& Co. 1929. 

Crabb, George, English Synonyms. New York: Harper. 1929. 

Allen, F. S., Synonyms and Antonyms. New York: Harper. 1930. 


Encyclopedias 

The value of an encyclopedia to a business office is 
that it provides information on a large number of subjects 
in a convenient and compact form. Encyclopedias, like 
dictionaries, are divided into two classes, general and spe¬ 
cial encyclopedias. 

A general encyclopedia is a set of books containing in¬ 
formation on all subjects, arranged in alphabetical order. 
A special encyclopedia is a book or set of books containing 
information about a special subject or group of related 
subjects. 

Containing as they do information about a greater num¬ 
ber of subjects than are included in any other single source- 
book, encyclopedias are useful tools for quick, brief 
answers to many questions. Except for information that 
is known to be in some more convenient place, a good rule 
to follow is to start any inquiry with an encyclopedia and 
then to go to other sources, should further information 
be needed. For this reason, a good encyclopedia is always 
helpful in any business. 

Of the several general encyclopedias published in the 
United States, the following are widely used and recom¬ 
mended : 

Encyclopedia Britannica, 14th edition. 24 vols. New York: Encyclo¬ 
pedia Britannica Corp. 1929. 

New International Encyclopedia. 25 vols. (supplemented annually by 

New International Year Book). New York: Dodd, Mead & Co. 1927. 


REFERENCE BOOKS 273 

The following general encyclopedias are less expensive 
and are adequate for many purposes: 

Lincoln Library of Essential Information. 1 vol. An amazing amount of 
useful, accurate information condensed into one volume. Buffalo: 
Frontier Press. 1928. 

World Book. 12 vols. Chicago: W. F. Quarrie & Co. 1929. 

Compton’s Pictured Encyclopedia. 16 vols. Chicago: F. E. Compton & 
Co. 1926. 

The World Book and Compton’s are edited especially for 
boys and girls, but are frequently of service in homes and 
offices as general encyclopedias. 

The following are good examples of well-known special¬ 
ized encyclopedias: 

Book of Rural Life. 10 vols. Chicago: Bellows-Durham Co. 1925. 
Hastings, James, Ed., Encyclopedia of Religion and Ethics. 12 vols. 
New York: Scribners. 1908-1922. 

Munn, Glenn G., Encyclopedia of Banking and Finance. New York: 
Bankers Publishing Co. 1927. 

Searle, Alfred B., Encyclopedia of the Ceramic Industries. London: 
Benn, E., Ltd. 1930. 

Flemming, Ernst, Encyclopedia of Textiles. London: Benn, E., Ltd. 
1928. 


Almanacs and Year Books 

Encyclopedias and other reference books are so ex¬ 
pensive that several years elapse between editions. To 
provide an inexpensive record of events and progress for 
ready use, various almanacs and year books are published. 
Every office should have at least one of these, and more if 
circumstances admit. The best for this purpose are: 

World Almanac. Published annually about January 1st by the New 
York World. Price, 50 t to 75 i. The most comprehensive and most pop¬ 
ular of the American almanacs of miscellaneous information. The nature 
of its contents should be familiar to every office worker and executive. 

American Year Book. Published annually by the American Year 
Book Corporation under the auspices of the New York Times. Price, 
$7.50. A splendid record of important events of the year, each written 
in narrative form by a leading specialist upon the subject. 


274 


APPLIED OFFICE PRACTICE 


Stateman’s Year Book. Published annually by Macmillan. Price, 
$7.50. A reliable annual guide to statistical and descriptive information 
about the governments of the world. 

New International Year Book. Published annually by Dodd, Mead & 
Co. Price, $6.75. Published principally to supplement New International 
Encyclopedia but useful independently as an annual encyclopedia with 
especial emphasis upon biography. 

United States Official Postal Guide. Published by Government Print¬ 
ing Office, Washington, D.C. Price, $1.25. A complete issue for one 
year consists of an annual volume published in July and monthly supple¬ 
ments for eleven following months. The annual volume gives state, 
county, and alphabetical lists of post offices and all postal rules and regu¬ 
lations. The monthly issues record changes and more recent information. 

Official Guide of the Railways and Steam Navigation Lines of theUnited 
States. Published monthly by National Railway Publication Co., New 
York. Price, $18.00 per year. Gives all time tables, many maps, and an 
index of stations showing the names of the railroad stations or steamship 
lines on which any given place is located. Very useful where salesmen’s 
trips must be scheduled. 


Atlases, Maps, and Gazetteers 

In offices controlling much shipping or traveling, maps, 
atlases, and similar reference material may be used more 
than regulation reference books. As these materials range 
from pocket street directories and folded state maps to 
large and expensive atlases and wall maps, few office 
workers, if any, can afford to ignore them. 

In addition to maps that are strictly geographical, map 
publications include a wide variety designed to meet all 
reasonable requirements. There are those emphasizing 
transportation lines, and there are those dealing with topo¬ 
graphical, climatic, agricultural, metallurgical, and many 
other conditions. Outline maps of all territories are avail¬ 
able for tracing or inserting information of value to indi¬ 
vidual firms. Maps mounted in cabinets made for the 
purpose or upon “wing” fixtures are used in many offices 
to provide quick information as to points at which cus¬ 
tomers, prospects, or salesmen are located. For this pur- 













I 






















































































































































































































































































































































































































































REFERENCE BOOKS 


275 


pose map tacks are used. The wide variety of colors in 
which these tacks come makes possible the graphic assem¬ 
bling of a vast amount of profitable information upon such 
maps. 

The following are some of the best known of the many 
maps and atlases available: 

New World Loose-Leaf Atlas. Brooklyn: C. S. Hammond & Co. 
Kept up-to-date by new maps distributed to subscribers from time to 
time. In its field it is comparable to an unabridged dictionary. $35.00. 

Commercial Atlas of the World. Chicago: Rand McNally Company. 
Also comparable to an unabridged dictionary. $36.00. 

International Atlas of the World. Chicago: Rand McNally Company. 
A good general atlas when extensive, detailed information is not of primary 
importance. $8.50. 

New Gazetteer of the World. Philadelphia: J. B. Lippincott & Co. 
The names of cities, towns, rivers, mountains, lakes, and other world¬ 
wide, geographical data are listed alphabetically with descriptive notes 
about each. $12.00. 

Pocket mays. Chicago: Rand McNally Company. Detailed, folded 
paper maps of each state accompanied by booklet giving population, 
postal, railroad, and other information pertaining to every town and 
hamlet. Price, about 35 each. 

City maps and street guides are obtainable in the re¬ 
spective cities to which they pertain. Copies of these are 
frequently on file in public libraries in other cities. 


Directories and Guide Books 

These books catalog names of people, firms, places, man¬ 
ufactures and professions. In business, the directory has 
been called “the common intermediary between buyer and 
seller” because the names and addresses of people to whom 
the firm may have occasion to write are easily accessible. 

Directories or guide books are published for a great 
many cities, for almost all lines of business, and for all 
professions. Directories of people having similar interests 
are also published. 


276 


APPLIED OFFICE PRACTICE 


The nature of the undertaking in which one is engaged 
determines to a great extent which of these books should 
be owned and consulted. They have limitless business 
possibilities for persons with imagination. 

Telephone Directories. In addition to the regular alphabetical listing 
of telephone subscribers, telephone directories usually have a classified 
section for locating the names and addresses of all who are engaged in 
each business or profession. 

Files of telephone directories for other cities may usually 
be found in the office of the telephone company and in 
some libraries. These are used for locating the names, 
addresses, and business or telephone numbers of persons 
living in other cities. This is a decided convenience in 
business correspondence when these details are needed. 

City Directories. Besides an alphabetical listing of all individuals and 
business firms with business and residence address, city directories fre¬ 
quently have a classified business section and street guide and give full 
information concerning the city government, churches, schools, fraternal 
orders, and so on. 

Files of city directories from other cities are frequently 
maintained in public libraries and chambers of commerce 
for locating information about people, firms, and places in 
such cities. Almost all public libraries maintain a complete 
collection of directories for the cities in which they are 
located. These files are often valuable in establishing iden¬ 
tities, in proving claims, and in similar undertakings. 

Business and Professional Directories and Guides. These are service¬ 
able in many ways, one of which is the verification of names, addresses, 
and titles. The books described below are good examples of business 
and professional directories. They vary in arrangement and extent of 
information contained. 

After one has accepted any kind of position, investigation 
of the directories and similar publications pertaining to the 
business should be an early activity. This may easily 
be done by consulting the following book: Morley and 


REFERENCE BOOKS 


277 


Knight, Mailing List Directory and Classified Index to Trade 
Directories. New York: McGraw-Hill Book Co. 1924. 

The books mentioned here have been selected as examples 
of miscellaneous directories and guide books because the 
title of each denotes its principal purpose. Each one covers 
its field very thoroughly and contains many more details 
than may be inferred from the title. 

American Medical Directory. Chicago: American Medical Association. 
Handbook of Private Schools. Boston: Porter Sargent. 

American Newspaper Annual and Directory. Philadelphia: Ayer & Son. 
Official Congressional Directory. Washington: Government Printing Office. 
Kelly's Directory of Merchants, Manufacturers and Shippers of the World. 
New York: Kelly Publishing Co. 

Thomas’ Register of American Manufacturers. New York: Thomas 
Publishing Co. 

Patterson's American Educational Directory. Chicago: American Educa¬ 
tional Company. 

American Book Trade Directory. New York: R. R. Bowker Company. 
Poor’s Register of Directors of United States. New York: Poor's Pub¬ 
lishing Company. 

Bullinger's Post Office, Express, and Freight Guide. New York: Bullinger's 
Monitor Guide, Inc. 

International Register of Telegraphic and Trade Addresses. New York: 

Telegraphic Cable & Radio Registrations, Inc. 

Exporters’ Encyclopedia. New York: Thomas Ashwell & Co., Inc. 

Rand McNally Bankers Directory. Chicago: Rand McNally Co. 
American Library Directory. New York: R. R. Bowker Company. 
Official Hotel Red Book and Directory. New York: Official Hotel Red 
Book & Directory Co. 

Many additional books giving similar information may 
be found under such titles as Who's Who in Advertising, 
Who's Who Among North American Authors. 

Still another group of business reference books comes 
under the general name of consolidated catalogs, issued 
for the purpose of listing the products of all firms engaged 
in a line of business. The following are good examples of 
these consolidated catalogs: 

Chemical Engineering Catalog. Published annually by the Chemical 
Catalog Company, New York. A catalog of equipment, machinery, 


278 APPLIED OFFICE PRACTICE 

laboratory supplies, and other items used in industries employing chemical 
processes. 

Sweet’s Architectural Catalog. Published annually by Sweet’s Cata¬ 
log Service, New York. An indexed catalog of building materials, sup¬ 
plies, and equipment of interest to architects and builders. 

Publishers’ Trade List Annual. Published annually by R. R. Bowker 
Company, New York. A collection of the catalogs of all the leading 
book publishers arranged alphabetically. 


Books of Information about People 

For many business purposes it is desirable to know more 
about individuals than the name, address, and business or 
profession given in directories. For instance, in judging 
the value of a reference book, information may be needed 
as to the education, experience, and standing of the author 
or compiler. Salesmen and correspondents find detailed 
information about customers and prospects very valuable. 

The following are a few of the many examples of this 
class of reference books: 

Who’s Who in America. Issued every other year by A. N. Marquis 
Company, Chicago. Price, $8.75. Probably the most generally useful 
book in this classification. It gives concise biographies of over 50,000 
prominent, living Americans. 

Who’s Who. Published annually by Macmillan, New York. Price, 
$18.00. Brief biographies of important living people throughout the 
world but principally those living in British countries. 

Dictionary of American Biography. 20 vols., Scribners, New York. 
Price, $250. Will contain, when completed, biographies of about 16,000 
prominent Americans who are no longer living. 

Dictionary of National Biography. 22 vols. Oxford University Press, 
New York. Adequate biographies of prominent British subjects who are 
no longer living. 

In addition to these general “Who’s Who” books, there 
are many special volumes such as Who’s Who in New 
England and other states, cities, and nations; Who’s Who 
in American Medicine and various other professions and 
kinds of business. Any library will be able to suggest a 


REFERENCE BOOKS 279 

probable source from which biographical information about 
people of importance may be obtained. 

Social Registers and Blue Books give lists of names and 
addresses with club memberships, family connections, and 
similar details, of people who are prominent socially or 
financially in certain cities or localities. These books are 
little known outside the communities for which they are 
compiled, but for local purposes they sometimes furnish 
information which cannot readily be obtained from any 
other source. 


Financial Information 

It is probably no exaggeration to say that 90 per cent of 
all business is transacted on a credit basis. For this reason 
it is necessary in almost all offices to have some method of 
finding the approximate worth and financial reputation of 
those with whom dealings take place. 

The two largest firms engaged in supplying this informa¬ 
tion are R. G. Dun & Company and the Bradstreet Com¬ 
pany, both of New York. 

Each of these firms issues, periodically, a general reference 
book containing financial and credit rating of merchants, 
manufacturers, and tradespeople generally throughout 
the United States and Canada. These books are not 
sold, but are supplied as a service to individual subscribers 
such as banks, manufacturers, and wholesalers. 

The use of the books is very simple. A key in the front 
designates letters to represent certain financial worth, and 
other symbols to represent credit reputation such as 
“prompt/' “fair,” “slow.” 

Newark, Ohio 

*/. Diebold, Chas. and Sons. . . .Bak G 

means that the firm of Charles Diebold and Sons, confectioners and 
bakers, has a financial strength of from $5,000 to $10,000 and is rated 
“Fair” in general credit. 


280 APPLIED OFFICE PRACTICE 

Key to Ratings. (Dun Rating Book.) 

“Subscribers are warned to consult the detailed reports in our possession 
in every case involving credit. Reasonable prudence requires that they 
do this. The date of this book is the month of its publication. It was 
compiled before that month. Changes in names and ratings average 
over 4,000 each business day. Also the work is so vast that other causes 
of error are not and cannot always be avoided. Hence, we assume no 
responsibility to subscribers for the correctness of the ratings herein.” 


Left-hand Column Right-hand Column 

Estimated Pecuniary Strength General Credit 





High 

Good 

Fair 

Limited 

Aa 

Over 

$1,000,000 ----- 

A1 

1 

If 

2 

A+ 

Over 

750,000 - - - - - 

A1 

1 

If 

2 

A 

$500,000 to 

750,000 ----- 

A1 

1 

If 

2 

B + 

300,000 to 

500,000 ----- 

1 

if 

2 

2f 

B 

200,000 to 

300,000 ----- 

1 

if 

2 

2f 

c+ 

125,000 to 

200,000 ----- 

1 

if 

2 

2f 

c 

75,000 to 

125,000 ----- 

if 

2 

2f 

3 

D+ 

50,000 to 

75,000 ----- 

if 

2 

2f 

3 

D 

35,000 to 

50,000 ----- 

if 

2 

2f 

3 

E 

20,000 to 

35,000 ----- 

2 

2f 

3 

3f 

F 

10,000 to 

20,000 ----- 

2f 

3 

3f 

4 

G 

5,000 to 

10,000 ----- 


3 

3f 

4 

H 

3,000 to 

5,000 ----- 


3 

3f 

4 

J 

2,000 to 

3,000 ----- 


3 

3f 

4 

K 

1,000 to 

2,000 ----- - 


3 

3f 

4 

L 

500 to 

1,000 ----- 



3f 

4 

M 

Less than 

500 - - - - - 



3f 

4 

**** 

Where only a credit rating appears, this 






line of credit designation applies. _ _ _ 1 2 3 4 


Credit-rating books are arranged alphabetically by states. 
The towns in each state are listed alphabetically and the 
individual firms under each town follow the same order. 

The annual volumes of Dun and Bradstreet are to be 
used for quick, general reference. Upon request, detailed, 
up-to-date, narrative and financial reports upon any firm 
or individual are forwarded. 

The usual method of compiling these books is to secure a 
statement from a firm or an individual as to his financial 
worth, and then to obtain reports from banks and business 



















REFERENCE BOOKS 


281 


houses with which the firm or the individual deals, as to 
his business reputation and history. In larger towns and 
cities both Dun and Bradstreet maintain offices and this 
information is secured by “reporters,” who visit the offices 
of those to be rated or about whom inquiries are to be 
made. Elsewhere the information is secured largely by 
mail. 

Reputable financial agencies such as these, and others of 
a specialized nature, play a legitimate and important part 
in present-day business, and their requests for information 
should be answered fully and accurately. 

Life, accident, and casualty insurance companies and 
finance corporations which discount commercial paper, such 
as a series of notes given in payment for an automobile, 
require reports upon individuals which stress the moral as 
well as the financial risk involved. While Bradstreet and 
Dun do some business of this kind, most of it is handled by 
firms which specialize in this class of reports, such as the 
Retail Credit Company, with offices and representatives 
everywhere in America, and the Hooper-Holmes Bureau. 

Another important group of books supplying financial 
information has to do with detailed reports concerning cor¬ 
porations, rather than simple ratings. In this group some 
of the best known are: 

Moody’s Manual of Investment and Security Rating Service. Published 
annually. Moody’s Investors’ Service, New York. 5 vols. $25.00 
each. 

1. Government Securities 

2. Bank and Insurance Securities 

3. Industrial Securities 

4. Public Utility Securities 

5. Railroad Securities 

Poor’s Service. Published annually. Poor’s Publishing Company, New 

York. 3 vols. $75.00. 

1. Public Utility Securities 

2. Industrial Securities 

3. Railroad and Bank Securities 


282 


APPLIED OFFICE PRACTICE 


These books are to be found in financial libraries, the 
larger public libraries, and in the files of most investment 
and banking concerns. 


Magazines 

(In libraries magazines are usually referred to as “periodicals.”) 

While most worth-while literature and statistics of a 
commercial nature are published in book form, the latest 
and most authoritative information first appears in maga¬ 
zines. 

To maintain one’s position in any walk of life at the 
present time requires the use of some magazines for the 
information they contain. Their use is important to prog¬ 
ress in any endeavor and this is as true of all forms of 
office work as of any other occupation. 

There are specialized or “class” magazines giving the 
news for about ninety-nine out of every hundred lines of 
endeavor. It is a duty all employed persons owe to them¬ 
selves and to their employers to locate the particular 
magazine published for the use of the business or the po¬ 
sition in which they are engaged, and to read it regularly, 
carefully, and thoughtfully. 

Most firms subscribe to one or more copies of each 
magazine in which they are directly interested. New em¬ 
ployes are sometimes overlooked when these magazines 
are “routed” through the office. Requests of immediate 
superiors for permission to receive firm copies are usually 
granted. If not, a personal subscription will be a good in¬ 
vestment. 

In addition to business or professional magazines, one or 
more news, literary, and recreational magazines will be 
valuable in keeping one abreast of the times and in instilling 
a helpful self-confidence. Their selection is largely a matter 
of taste and circumstances. A good example of the tastes 
and requirements of a definite group was recently disclosed 


REFERENCE BOOKS 283 

by a vote taken among 5000 men and women engaged in 
the advertising profession. 1 

The fifteen magazines most frequently mentioned were: 


Saturday Evening Post . . . 988 

Time.916 

Literary Digest.418 

Collier’s.376 

American.343 

New Yorker.307 

National Geographic .... 279 

Printers’ Ink.227 


The advertising, business, 
ceiving the highest vote were 

Printers’ Ink (two magazines, 


weekly and monthly) . . . 227 

Fortune.145 

Advertising and Selling.... 81 

Nation’s Business. 76 

Business Week. 51 


Cosmopolitan .199 

Harpers Magazine.198 

Atlantic Monthly.177 

American Mercury.163 

Fortune.145 

Forum.127 

Liberty.116 


and financial magazines re- 


Forbes . 33 

Postage and Mailbag .... 25 

Sales Management. 21 

Printed Salesmanship .... 18 

Editor and Publisher. 10 

System. 9 


Periodical (or Magazine) Indexes 

Some offices and all libraries retain their principal maga¬ 
zines and have them bound into book form annually. This 
is because they contain a vast amount of valuable informa¬ 
tion. 

The question then arises: “Suppose the library has all 
copies of the National Geographic for twenty years, neatly 
bound in twenty volumes, how am I going to find an article 
on commercial aviation routes in Europe, or how am I 
going to find a magazine article by Bruce Barton, or a 
picture of William Beebe?” 

These and like questions may be answered by using a 
periodical index. 

A periodical index is an index by subject, and usually 
by author and title, to a large group of magazines. 

The best known periodical index is the Readers' Guide to 

1 From Who's Who in Advertising , 1931. Harper, New York. 























284 


APPLIED OFFICE PRACTICE 


Periodical Literature, H. W. Wilson Company, New York. 
It indexes by author, by title, and by subject the contents 
of over one hundred popular magazines, such as The Lit¬ 
erary Digest, World’s Work, Harpers Magazine, Atlantic 
Monthly, Scribner’s, Saturday Evening Post, and Woman’s 
Home Companion. 

This index, like almost all others, is published monthly 
as a magazine. It is cumulative from month to month and 
every four years is bound into a large volume under one 
alphabet. Just as one uses a dictionary to find a word, so 
one consults this index to locate a magazine article under 
any of the following headings: subject matter, title, author. 

The following are sample entries in the Readers’ Guide: 

EDUCATORS 

Increasing professionalization of educational 
workers. F. H. Swift. School and Soc 32: 

480-4 O 11 ’30 

EDWARD ALBERT, prince of Wales 

Portrait by A. Mohr. School Arts M 30:207 
D ’30 

EDWARDS, Agnes, pseud. See Rothery, A. E. 

EDWARDS, Jonathan 

Jonathan Edwards. H. W. Schneider. Nation 
131:584 N 26 ’30 

These entries should be interpreted as follows: 

F. H. Swift was the author of an article entitled “Increasing Professional¬ 
ization of Educational Workers ” that appeared in School and Society Magazine , 
vol. 32, pages 480 to 484, issue of October 11, 1930. 

A reproduction of a portrait of Edward Albert, Prince of Wales, by A. Mohr 
may be found in School Arts Magazine , vol. 30, page 207, issue of December, 
1930. 

An article or story appeared in some magazine under the name of Agnes 
Edwards whose real name is A. E. Rothery, and the article may be located by 
looking under the real name. 

An article about Jonathan Edwards, entitled, “Jonathan Edwards,” 
written by H. W. Schneider, appeared in the Nation Magazine , vol. 131, 
page 584, issue of November 26, 1930. 

To index all important magazines in one publication 
would make it too voluminous and so magazines are in¬ 
dexed in several groups, with an arrangement similar to 
that of the Reader’s Guide. Some of the more important 
specialized indexes are: 


REFERENCE BOOKS 


285 


Industrial Arts Index. An index to the contents of a large group of 
business, scientific, technical, chemical, and financial magazines. Prob¬ 
ably the most useful of all indexes in office practice. 

Agricultural Index. Indexes the contents of agricultural and kindred 
magazines. 

Education Index. Indexes the contents of educational magazines. 

Other specialized indexes include Engineering Index, Index to Periodical 
Dental Literature, Index Medicus, Dramatic Index, Art Index, and Legal 
Index. 

Some of these issue a monthly index supplementary to the bound 
volume of the preceding years. 


Newspapers 

The quickest and most persistently useful source of in¬ 
formation upon almost all subjects is the daily newspaper. 
With a little practice, you may obtain, daily, general and 
local news in a few minutes from any newspaper, and 
make a mental note of specialized information that may be 
needed, such as shipping news, weather reports, deaths, 
marriages, births, corporation news, and similar informa¬ 
tion contained in most newspapers. This amount of time 
could hardly be spent to better advantage. 

Except in the smallest towns, a careful reading of the 
local newspaper will be sufficient. Libraries in most places 
keep complete files of the local papers. Accordingly, if 
questions arise that may be answered by referring to these 
newspapers, the items may easily be found if the date or 
the approximate date is known. 

When recourse to newspapers from larger centers is neces¬ 
sary, one or more of the following nationally known papers 
may usually be found in libraries: 

New York Times, New York. Unusually complete, exceptionally accurate 
and moderately conservative. 

Christian Science Monitor, Boston. Avoids sensationalism and presents 
news in an impartial way. 

United States Daily, Washington, D.C. Devoted to governmental affairs. 
Also publishes annual index to contents. 


286 


APPLIED OFFICE PRACTICE 


Newspaper Index 

No chapter on reference books, however brief or re¬ 
stricted, would be complete without mention of the New 
York Times Index , the only general newspaper index of 
consequence published in the United States. It indexes, 
with comments, in a most thorough manner almost the 
entire contents of every issue of the New York Times and 
its supplements. The index is useful by itself for verifying 
names, dates, and locations. In connection with the New 
York Times, it is a complete index to contemporary world¬ 
wide affairs and local news in New York. Items of national 
or international interest appearing in daily newspapers 
everywhere may be located by using the New York Times 
Index and referring to the local papers of the approximate 
date cited. This Index is to be found in a rapidly increasing 
number of libraries. It is published monthly by the New 
York Times, and cumulated quarterly and annually. 

Miscellaneous Books 

Letter writing is a very important part of the work of 
any business office. Puzzling questions often arise as to 
punctuation, capitalization, and the forms of salutation for 
persons in official positions. The exact words of a familiar 
quotation are often needed. Most of this kind of informa¬ 
tion may be obtained from the following or similar books: 
Hall, Samuel Roland, Handbook of Business Correspondence. New York: 
McGraw-Hill Book Company. 1923. 

University of Chicago Press, Manual of Style, 8th revised edition. Uni¬ 
versity of Chicago Press. 1925. 

Hoyt, J. K., New Cyclopedia of Practical Quotations. Revised by K. L. 

Roberts. New York: Funk & Wagnalls. 1927. 

Altmaier, C. L., Business Communication. New York: The Macmillan 
Co. 1930. 

Fottler, Marion G., How to Write a Business Letter. New York: The 
Ronald Press Co. 1929. 

Aurner, R., and Gardner, E. H., Effective Business Letters. New York: 
The Ronald Press Co. 1928. 


REFERENCE BOOKS 


287 


Book Catalogs and Book Selections 

At some time questions are going to arise regarding 
books. You may want to locate by title one of the books 
mentioned in this chapter, or you may want to locate a 
book by the name of the author, or you may wish to locate 
a group of books upon some subject. Answers to these and 
many similar questions may be found by consulting a group 
of books carrying the general classification of book catalogs 
and bibliographies, some of the more important of which 
are: 

United States Catalog. 1928. The H. W. Wilson Company. This 
catalog, which is to be found in most libraries and bookstores, contains 
a list of all books and many pamphlets published in the United States. 
Each book is listed under author, title, and subject, all arranged under one 
alphabet, like a dictionary. The information about each book includes 
publisher, price, illustrations, number of pages, and edition. 

Cumulative Book Index. Monthly. The H. W. Wilson Company. This 
is the name of the monthly supplement to the United States Catalog. At 
intervals these supplements are cumulated into large volumes known as 
United States Catalog Supplements. Since 1929, books in English, wherever 
published, are included. When using the United States Catalogs and 
Supplements , and Cumulative Book Index , it is a good rule to start with 
the latest supplement. If sufficient information is not found in this way, 
look in the next to the latest supplement and so on back. 

Book Review Digest. The H. W. Wilson Company. This is a monthly 
publication found in most libraries. It is bound annually. In it the most 
important books are “evaluated” by quoting excerpts from leading re¬ 
views. It gives much detailed information about the contents of books 
listed. 

Among the many important and helpful lists of business 
books the following are well known and may be found in 
most libraries: 

2400 Business Books and Guide to Business Literature. H. W. Wilson 

Company 

Business Books, 1920-1926. H. W. Wilson Company. 

JfiO Business Periodicals — Classified. Business Branch, Newark Public 

Library 


288 


APPLIED OFFICE PRACTICE 


Government Publications 

Some of the most useful reference material in business 
is to be found in the various reports, bulletins, and books 
issued by national, state, and municipal governments. 

National These publications are so numerous and so 
varied that they cannot be described here. Every business 
office should inquire through some library for available gov¬ 
ernment publications pertaining to that business, and sub¬ 
scribe, at about fifty cents a year, to the Monthly Catalog 
of U. S. Public Documents, issued by the Government 
Printing Office, Washington, D.C. 

State. Under various names such as “Year Books” 
and “Legislative Manuals,” the different states issue books 
containing names of state officials and employes, laws, 
and statistics. Libraries have such of these books as per¬ 
tain to their respective states. 

Municipal. Much governmental information about 
cities is contained in city directories and street directories. 
Some cities publish periodically, at the discretion of the 
governing body, books and pamphlets listing city officials 
and including other information such as license fees and 
city statutes. 

Making Bibliographies 

A bibliography is a list of the writings of an author or 
of literature bearing upon a particular subject. For in¬ 
stance, a bibliography of office and secretarial practice 
would be a list of books on these subjects with authors, 
titles, publishers, dates, and possibly other relevant infor¬ 
mation. 

In preparing a bibliography the usual arrangement is as 
follows: 

(From Teaching the Use of Books and Libraries, Inglis and McCague) 
Cahill, M. F., Junior Office Practice. New York: The Macmillan Com¬ 
pany. 1928. 


REFERENCE BOOKS 289 

Cahill & Ruggeri, Office Practice. New York: The Macmillan Company. 
1922. 

Center, S. S. and Herzberg, M. J., Secretarial Procedure. New York: 
The Ronald Press Co. c. 1929. 

Hutchins, Margaret and others, Guide to the Use of Libraries. 4th ed. 

New York: H. W. Wilson Company. 1929. 

Kilduff, E. J., The Private Secretary. Rev. ed. New York: The Century 
Co. c. 1924. 

Kirk, J. G. and Waesche, M. A., Junior Training for Modern Business. 

Philadelphia: The John C. Winston Co. c. 1925. 

McClelland, F. R., Office Training and Standards. Chicago: A. W. Shaw 
Co. c. 1919. 

McNamara, E. J., Secretarial Training. New York: The Ronald Press 
Co. c. 1927. 

Mudge, I. G., Guide to Reference Books. 5th ed. Chicago: American 
Library Association. 1929. 

Sorelle, R. P. and Gregg, J. R., Secretarial Studies. New York: The 
Gregg Publishing Co. 1922. 

Taintor, S. A. and Monroe, K. M., Secretary's Handbook. New York: 
The Macmillan Co. 1929. 


General Questions 

Note. If the reference book which you first consult does not give adequate 
information, consult other books, until the question has been answered satis¬ 
factorily. In each case name the book from which you were able finally to 
obtain the desired information. 

1. Name five well-known magazines. 

2. How is an encyclopedia arranged for consultation? 

3. Name two well-known credit rating books. 

4. What book will you consult for complete information about 
the postal system? 

5. You wish to know the name of the railroad or railroads on 
which a certain city is located. What book will give you this 
information? 

6. Name the different uses to which maps are put in business 
offices. 

7. What information may be found in a city directory? 

8. Give the name of a periodical index that is well known. 

9. a. What information will you find in biographical books? 


290 


APPLIED OFFICE PRACTICE 


b. Name a widely used book of this type which gives concise 
biographies of prominent living Americans. 

10. Locate: 

Your State University 
Chamber of Commerce of your city 
Your largest department store 
Your public library 
Your museum 

Your largest commercial bank 
Your largest railroad station 
Your most popular restaurant 
Your most pleasant hotel 


11. Give a magazine reference or a book reference to: 
Women in Business Immigration 

The Coal Industry Finance 

Advertising Charities 

Municipal Government of your city Standard Oil 
Letter Writing Capital and Labor 

Banking 


12. What is the population of the following cities? Where did 
you find this information? 


Chicago, Ill. 
Rochester, N.Y. 

San Francisco, Calif. 
Minneapolis, Minn. 


Boston, Mass. 
Providence, R.I. 
Charlotte, N.C. 
Portland, Maine 


13. What is a reference book? 

14. Give the name and the address of the place nearest your 
home where there is a collection of reference books, and check 
each of the following that you find there: 


World Almanac 

Who’s Who in America 

Readers’ Guide to Periodical Literature 

New International Encyclopedia 

United States Catalog 

Directory American Medical Association 

New York Times Index 

Printers’ Ink Weekly 

Moody’s Investment Manual 

U.S. Official Postal Guide 


REFERENCE BOOKS 291 

15. Give names and dates of magazines in which may be found 
pictures of the following, and tell the page number: 

John Hays Hammond Dwight Whitney Morrow 

Helen Wills Moody David Lloyd George 

16. What is the closing hour at the New York Post Office for 
air mail addressed to Atlanta, Georgia? 

17. Name a first-class hotel in each of the following cities: 

Birmingham, Ala. Los Angeles, Calif. 

Asheville, N. C. Portland, Maine 

Elizabeth, N. J. St. Petersburg, Fla. 

18. What steamship companies operate the following vessels: 

George Washington He de France 

Bremen Leviathan 

19. How many bales of cotton were produced in the following 
states in 1930: 

Georgia Texas 

Alabama South Carolina 

20. What is the principal “ money-crop ” in the following states: 

Virginia Florida 

North Dakota Oregon 

Kansas Maine 

21. How would you obtain a license to: 

a. Drive a taxicab 

b. Operate an X-ray laboratory 

c. Act as aircraft pilot 

d. Operate a radio broadcasting station 

e. Conduct a paint store 

22. Write a letter, using correct name, address, and salutation, 
asking the following persons to send you their autographs: 

a. Prime Minister of Great Britain 

b. Governor of Maine 

c. A Senator from Arizona 

d. The Mayor of your city 

e. An Associate Justice of the U. S. Supreme Court 


292 


APPLIED OFFICE PRACTICE 


/. A Rear Admiral of the Navy 

g. A Congresswoman 

h. The Governor of the Federal Reserve Bank of your district 

23. If it takes forty-five minutes to transmit and deliver a 
telegram, at what time would a telegram sent from New York 
at 5 p.m. be delivered in Joplin, Missouri? If sent from Joplin 
at 5 p.m., when would it be delivered in Chicago? 

24. Secure and fill out blanks for the following purposes, using 
your own name: 

a. To deposit $100 in the First National Bank of Portland, 
Oregon, by wire. 

b. To pay for a year’s subscription to the magazine, Fortune , 
by post office money order. 

c. To pay $50, by money order, for a set of books ordered from 
Otto Harrassowitz, Leipzig, Germany. 

d. To apply for a post office lock box. 

e. To borrow $250 from a local firm of industrial bankers. 

/. To apply for $1000 life insurance in any company. 

g. To apply for a library card at any public library. 

Problems 

I. Dictionary and Books about Words. 

1. What is an “abridged” dictionary? 

2. a. What is the meaning of the phrase esse quam videri? 

b. From what language does it come? 

c. In what dictionary did you find it? On what page? 

3. What does the term stet mean in proof reading? 

4. Where can one find the simplified spelling of a word? 

5. What words or phrases do the following abbreviations rep¬ 
resent : 

Mile. M.D. i.e. 

L.C.L. P.O. vs. 

anon 

6. Define an antonym. Give three examples. 

7. Of what use are synonyms? 

8. a. What does the word Thesaurus mean? 
b. How should it be syllabicated? 

9. How does your dictionary aid in the study of grammar? 


REFERENCE BOOKS 


293 


10. a. Express with a simpler word the thought conveyed by 
the word hypothecate. 

h. What book or books did you consult? 

11. Give two synonyms for each of the following: 

wealthy stout luminous aggravate slow 

12. Give two antonyms for each of the following: 
honest peaceful rapid weak doubtful 

13. When one has an unabridged dictionary why is it necessary 
to use a book of synonyms also? 

14. What name is applied to words having the same pronuncia¬ 
tion but differing in meaning? 

15. Give the derivation and meaning of the following words: 


biography 

inquiries 

disappearance 

law 

courteous 

parallel 

curricula 

specific 

writing 

architecture 

concise 

respectfully 

vocation 

acknowledgment 

draught 

success 

capitalize 

competition 

advertisement 

“hurry-up” 

loyalty 

abbreviation 

indention 

valiant 

photography 

indemnity 

transferred 

characteristic 

unnecessary 

region 

essential 

prompt 

embarrassed 

independent 

recognition 

correspondence 

appeals 

sincerely 

business 

emphasize 

measure 



16. Distinguish as to meaning the following related terms: 

a. Unbecoming, undignified, unseemly, unfitting, derogatory, degrad¬ 
ing, ungentlemanly, unmanly, inglorious 

b. Illiberal, mean, ungenerous, narrow-minded, mercenary, venal, 
covetous 

c. Undertaking, compact, engagement, enterprise, emprise, pilgrim¬ 
age, matter-in-hand 

d. Debt, obligation, liability, indebtment, debit, score, arrears, 
deferred payment, deficit, default, insolvency 

e. Haste, urgency, dispatch, acceleration, spurt, forced march, rush, 
dash, velocity, impetuosity, hurry, drive, scramble, bustle, fuss, fidget, 
flurry, flutter, sputter 


294 


APPLIED OFFICE PRACTICE 


II. Encyclopedia. 

1. When was the state of Oklahoma admitted to the Union? 
What book did you consult to obtain this information? 

2. Write a seventy-five word sketch of Andrew Carnegie giving 
date and place of birth, date and place of death. 

3. Give the page and the volume of the encyclopedia in which 
may be found an account of the life insurance business. 

4. Write a brief description of the principal industries of 
Minneapolis, Minn. 

5. Who was the founder of Rotary Clubs? 

6. Who invented the air brake? 

7. Where is the greatest amount of coffee produced? Tea? 
Tobacco? Bananas? 

8. Who invented shorthand? 

III. Exporters’ Encyclopedia. 

Note. Whenever firm names are asked for, give also the addresses. 

1. a. What is marine insurance? 

b. What is meant by “shipper’s export declaration?” 

c. What are the methods of shipping goods to foreign coun¬ 
tries? 

2. a. Name the steamship lines operating steamers between 
New York and Japan. 

b. Classify these as to the kind of service they offer, i.e., freight 
or passenger, or both. 

c. Give location of the American consulates in Japan. 

d. What is the chief port of Japan? 

e. Name the American banks and bankers who have special 
facilities for the collection of shippers’ drafts on Japan. 

/. What are the customs regulations for Japan? 

3. a. State the Mexican passport regulations. 

b. What information should be shown on the shipping docu¬ 
ments of goods shipped to Mexico? 

c. How should rail shipments to Mexico be marked? 

4. a. With what special French regulation must foreign com¬ 
mercial travelers conform? 

b. To what countries is air-mail service from France operated? 

5. a. What are the transatlantic telephone rates between 
New York and England? 


REFERENCE BOOKS 


295 


b. State the average sailing time between New York and Liver¬ 
pool. 

6. a. What is the distance between New York and the follow¬ 
ing foreign places: 


Buenos Aires 

Cairo 

Melbourne 


Naples 
Port Said 


b. Give the approximate mail time from New York to these 
places. 

IV. Almanac and Yearbook. 

1. Who is the present congressman from the ninth Judicial 
District of North Carolina? 

2. What is the present immigration quota for Italy? 

3. Give the location of the following institutions and names 
of governing officials: 

Yale University William and Mary College 

Lehigh University Lick Observatory 

Oberlin College 

4. a. What was the total vote cast in the 1930 gubernatorial 
election in Massachusetts? 

b. Who was elected and on what ticket? 

c. How many votes did he receive? 

5. Give the names, occupations, and achievements of five 
prominent Americans who died in 1930. 

6. a. What changes were made in the tariff schedules of the 
United States in 1930? 

b. Where may an account of tariff legislation in 1930 be found? 

7. What is the cost of sending by parcel post four pounds of 
candy marked for special handling from Leadville, Colo., to 
Trenton, N.J.? 

8. Give the name of the railroad operating the fastest train 
between New York and New Orleans, La. Give the time of de¬ 
parture, and the time of arrival of the train. 

V. Atlases, maps, and gazetteers. 

Note. To find the location of any place on a map, first find its name in the 
index. The index number, letter and figure, following the name of any place, 


1 


296 


APPLIED OFFICE PRACTICE 


in the index, is the key to the location of that place on the map. For example, 
to find Lansing, Mich., P. 17. Lansing is located near the intersection of 
lines P-P and 17-17. 

1. Locate the following places on the proper map. Give in 
each instance the name of the county in which the place is located. 

Creston, Iowa Sandusky, Ohio 

Stevenson, Wash. Keene, N.H. 

Farmington, Maine 

2. State the population of the following cities: 

Hartford, Conn. San Francisco, Calif. 

Detroit, Mich. Helena, Mont. 

Dallas, Texas 

3. In connection with the countries which appear below, give: 

a. The form of government or the ruling power 

b. The capital 

c. Area in square miles 

d. Population 

e. Population per square mile 

Belgium Chile 

Norway Egypt 

France 

4. Locate the following islands and name the country to 
which they belong: 

Canary Is. Windward Is. 

Bermuda Is. Cape Verde Is. 

Virgin Is. 

5. What steamship lines ply between the United States and 
Brazil, and at what ports do they stop in each country? 

6. Give some facts about the elevation, temperature, popula¬ 
tion, and principal industries of Detroit, Mich. 

7. What is the nearest railroad station to Danielsville, Ga.? 

8. Name the ten largest towns in Tennessee in order of im¬ 
portance, and give the 1930 population of each. 

9. What is the county seat of Guilford County, North Caro¬ 
lina. What battle was fought in that county? In what year? 

10. Where is Prince Edward Island? 




JAY R\ 


EXP Li 
The figures show: 
represent the distaj 
lowing are the avt 
tioned: 


i R NEWCASTLE 

carlisle\^' URHA m 


\'8 


Xpenrithj 

RICH MON o\ 


Great Britain .. 
Norway ... |? X! 


vxA 

/SCARBOROUGH 


LANCASTE R 

Vi V 


,\\ 


Sweden•. 
Denmark 
Holland. 
Belgium . 
Germany 


[ Or< 


1L 


CAST I 


LE BAR 


°/DUNOALK 


) PRESTON 


( b a 

3ubun 

kY) HOLYHEAD 


/E8 




l n 


Oliver pooty 

v?34 


svSHErFIE ld" 

. O 


France .j 

Spain... 

Portugal ...... 

ITALT .{on 

SWITZERLAND ,..., 


&a \\ \ yi0i \ I»tj/ \ - - VNkl " ' Jl ) 

* \j^Ag 4 ? ^ono ^4 )^om 

shrew^urAjN^V 5 f ly 

strat^orV^ 1 TT H \,V J^; SW ICH 

ON AVONI cX^^THARWiCH, _- • 

o xfo **§LONV_~- 

8 'RsX.-sa=sS^hGEENSBpRO-- 




V.TIPPE RARY 


Lwexford 


48 


Kl LLARNEYd^Co^l 
67" 




'68 


ILFRACOMBE^ 


EXETER 


/ 27 I 

^BOULOGNE 


P 


\I50 


TRAVEL 


/ 

cxg£.zsM i 

Alderney 

map Guer ;:i s % 


-.HAVRE 


CHERBOURG 


2 SO 


OE 


EUROPE 


155 ^ FNNe.s I 


|o GRANVILLE 

CHARTRES;, 
Ae MANS 


ERSAIL 

\ 

FONT 


/n/ 

/Orleans 


* 


213/ 


220 


\ 235 


LIMOGES^ 


75 2/ 


ST. GERMAINE HI 
(VICHY) " 


$ l S CJL T' 


i jt 


^BORDEAUX 


(94 


CORUNNA' 


1226 


cVIGO 


SANTANDEF 


\BIARRITZ 


ip PORTO 


MLLADOLOIO 

p/ A 


486 s 


092 

1ADRID 


SARAGOSSA 


207 


234 


?bar C e 


LOna 


93 

iALCAZAR 


JVf £ 


// 

Z> 1 -cr 6 




























































REFERENCE BOOKS 


297 


11. a. What is the distance between New York and Valpa¬ 
raiso, via the Strait of Magellan? 

b. What is the distance via the Panama Canal? 

c. Which route is shorter? 

d. How much shorter? 

e. What were the average tolls paid by commercial ships 
which passed through the Panama Canal during 1930? 

/. How were these tolls computed? 

12. a. Name and locate the longest river in the world. 

b. Name and give the length of the longest river in Europe. 

13. Locate the following and state for what each is well known: 

Oberammergau Interlaken 

Matanzas Bagdad 

Quito San Juan 

Gibraltar (Ft.) 

14. Name the steamship lines that use the port of San Francisco. 

15. How much larger is Cleveland than Cincinnati? 

16. How many railroads operate in the following states: 

New York Illinois 

17. List, in columnar form, the following information regarding 
the United States: 

a. Leading products c. Leading imports 

b. Leading exports d. Leading ports 

18. Name the steamship lines that use the port of Boston. 

19. Name, in order of population, the five largest cities of the 
United States according to the latest census. 

VI. Map reading. 

The map between pages 296-297 gives distances and railroad cost per ten 
miles. 


1. From a traveler’s standpoint, name the most important 
cities of western Europe. Give, in each case, the country in 
which the city is located. 

2. a. What is the distance from London to Liverpool? 

b. What will the trip cost an American? (Base your answer 
on the present rate of exchange. See any daily newspaper for 
exchange rates.) 


298 APPLIED OFFICE PRACTICE 

3. a. How many miles must one travel in going from Buda¬ 
pest to The Hague? 

b. Into what countries will this take a traveler? 

4. a. What is the distance, by water, between Genoa and 
Palermo? 

b. What is the distance by rail, i.e., mileage? 

5. Locate the following: (Name the country where found.) 


Aberdeen 

Brest 

Oberammergau 

Waterloo 

Lucerne 

Aix-la-Chapelle 

Belfast 


St. Moritz 

Stratford-on-Avon 

Monte Carlo 

Havre 

Warsaw 

Lisbon 

Dresden 


VII. Trade routes. 

See the map between pages 274-275. 

1. What is the distance from New York to Gibraltar? 

2. In what country is Para located? 

3. Where is Honolulu? 

4. What is the distance from San Francisco to Punta Arenas? 

5. Where is Victoria? 

6. What is the distance between Honolulu and Victoria? 

7. What is the distance from Yokohama to San Francisco? 

8. Where is Montevideo? 

9. Locate: 

a. Buenos Aires b. Wellington c. Valparaiso 

10. Indicate the route from Wellington to Valparaiso. 

11. What is the distance between New York and Punta Arenas? 

12. Locate: 

a. Cape Town b. Paris 

13. What is the distance between these two places? 

14. Name the principal seaports: 

a. On the west coast of North America 

b. On the east coast of North America 

c. Of South America 


REFERENCE BOOKS 


299 


15. What islands in the Pacific are a popular stopping point 
for steamships? 

16. To what country do these islands belong? 

17. What are the possible stopping points between Hongkong 
and San Francisco? 

VIII. Mapping out salesmen’s territory. 

The materials necessary for this problem are any map of the United States, 
of fair size, and a number of “map pins” with blue, brown, red, and yellow 
heads. 

You are employed in the head office of the Excelsior Products 
Company of your city. Salesmen are sent from this office to 
all parts of the United States. The movements of the salesmen 
are directed from the main office. By looking at the salesmen’s 
map you may learn what cities are receiving attention at any 
given time. 

The United States, for this purpose, is divided into four sec¬ 
tions: namely, east, south, middle west, and west. The colors 
used for the different salesmen are as follows: 


East 

South 


blue 

yellow 

red 

brown 


Middle West 
West 


The Eastern Territory 


Maine 

New Hampshire 
Vermont 
Massachusetts 
Rhode Island 
Connecticut 
New York 
New Jersey 
Pennsylvania 
Delaware 
Maryland 
Virginia 
West Virginia 


Southern Territory 
North Carolina 
South Carolina 
Georgia 
Florida 
Alabama 
Mississippi 
Kentucky 
Tennessee 
Arkansas 
Louisiana 
Texas 
Oklahoma 


300 


APPLIED OFFICE PRACTICE 


Middle Western Territory 

Western Territory 

Ohio 

Montana 

Indiana 

Wyoming 

Illinois 

Colorado 

Michigan 

New Mexico 

Wisconsin 

Idaho 

Minnesota 

Utah 

Iowa 

Arizona 

Missouri 

Nevada 

North Dakota 

Washington 

South Dakota 

Oregon 

Nebraska 

California 

Kansas 



1. At the present time there are salesmen in the following 

cities. You are to place over 

the location of the city the proper 

colored tacks to show this information. 

Topeka 

Seattle 

Lincoln 

Columbus 

Little Rock 

Cleveland 

Harrisburg 

Boston 

Charleston 

Cincinnati 

Pocatello 

Augusta 

Concord 

Detroit 

St. Paul 

Montgomery 

Denver 

Fort Worth 

Duluth 

Milwaukee 

Buffalo 

Richmond 

Memphis 

Providence 

Rochester 

Kansas City 

Spokane 

Wilmington 

Galveston 

New Orleans 

Albany 

Chicago 

Billings (Montana) 

Philadelphia 

Jacksonville 

Omaha 

Elmira 

Pittsburgh 

Evansville 

Minneapolis 

Salt Lake City 

Little Rock 

San Francisco 

New Haven 

Baltimore 


REFERENCE BOOKS 


301 


2. If a salesman is sent from one territory to another, the map 
pin which is placed in the new territory must bear the color of 
the territory from which he came. Indicate the following changes: 
Salesman sent from Boston to Chicago 
Salesman sent from Charleston to Louisville 
Salesman sent from Cincinnati to Boston 
Salesman sent from St. Louis to Charleston 
Salesman sent from Indianapolis to Cincinnati 
Salesman sent from Chicago to St. Louis 
Salesman sent from Louisville to Indianapolis 

IX. Map reading — Distribution of products. 

See the map between pages 302-303. 

1. In what states are the following found: 


coal 

gold 

iron 

silver 

slate 

petroleum 

granite 

gypsum 

limestone 

tungsten 

copper 

phosphate 

zinc 

natural gas 

lead 


lat states produce the following: 


potatoes 

forage 

cotton 

hops 

vegetables 

sugar cane 

rice 

barley 

corn 

wheat 

tobacco 

nuts 

hay 

sweet potatoes (yams; 

rye 

orchard fruits 

oats 

grapefruit 

alfalfa 

peas 

flaxseed ' 

hemp 

oranges 

figs 

sugar beets 

peanuts 


3. Name the wool-growing states. 

4. In which states is livestock raised? 

5. Where are mules raised? 

6. Name the states which produce lumber. 


302 


APPLIED OFFICE PRACTICE 


X. Railroad map of the United States. 

See the map between pages 312-313. 

1. What railroads center at: 

Chicago Fort Worth 

St. Louis Kansas City 

Minneapolis 

2. What railroad will take you from Minneapolis to Seattle? 

3. What railroads will you use in going from Chicago to Salt 
Lake City? 

4. What railroads will take you from New York to Tampa? 

5. a. What railroads operate in New England? 
b. Name the railroads in the Gulf States. 

6. On what railroad, or railroads, are the following: 

Butte Pueblo 

Jefferson City Sacramento 

Nashville Detroit 

Seattle Savannah 

Santa Fe Toronto 

7. What railroad will take you from Los Angeles to New 
Orleans? 

8. Trace the route of the following railroads: 

a. New York Central d. Southern Pacific 

b. Great Northern e. Boston & Maine 

c. Erie 

XI. Resources and means of transportation. 

1. Indicate on an outline map the states in which the following 
are found: oil, zinc, copper, gold, lead, and silver. 

2. Indicate on the map some of the products of California. 

a. Show the railroad route which will carry these products to 
Chicago. 

b. Continue the route to New York. 

c. Indicate an all-water route between California and New 
York. 

3. Indicate any transcontinental railroad upon which one can 
travel from Montreal to Vancouver. 

4. Show on the map the chief products of the states of Georgia 
and Washington. 











cf e !*■■** 

^ / / 



O 


Af 


AT 


1 o N 


^ \ / o v 

<"6- \ O'/ 



t'o 


Cole/ 


H °y r ° r °ge ! Wheat 


I N 


Si/ve/\ 


o R T H 1 

I ^ Flaxseed 

0 A 


Alfalfa 


! ^ O ^ 

"i °Go„ ( )a ^He lena T ^ ~ a! 0 a k 0g« T 

I Bismarck® Wheot 
Goq/ n I 

N— fa ; ‘ -ffla 

/ <w ^ s s :; u 

S 1V ° 0/ /w y i ° A - K ® ° er!? A 

° s “ " L 


® Boise 



°TI a 'z- " / *8 L. o.„ j 

’Z^hedx&rfon p tl/ A ^ A / c ^'fa/r 0 Lake pty -'''«»« S w/ 0 i 

^ I ^°rx%i°Joes! 


^ a ^rnento'T u \ 


Grapefruit 


Grapes \ 


Lemons \ ) 


es'ongsten\\ 8 ar/ 


H°tura/Gas ( * R ' 


Z o 



Lincolr 


,_. 1VU , _y - A . 

'Wolffilver S '/ve, I ■ I Sugar j Com 

Orchard Fruits r i U T f 0o/ ^rchorfffV ®?Cnv er j~“-- 

^oo/\^0/o' / Go/tf A H'r d F/ts G %! d \ Goal - 

ftfm/eom \ / . I ° L ? « aT'^I Woor 


'oy 


Go/o' J Co C7/ 

° *• ° R aT^I 

C /7 ^°0/ ° ! K A NJ s 

I . Livestock 


m, 


eat 


j -fo^J.W » ne ^ 

1 L°_rj- 

I Oq 


m a ; ®Santa Fe 

N A l ^ N £ W . 


4 

Co/v? ^ 


P. 


^PyOe/' 


Cool 


lOklahoma® 


Hay j Wool 

® p hoenix j * E X / r 
^oo/ j C 


City 

Lead 

* ^' X 'N 

Petroleum 
Cotton 




-- T 


Wool 

E X . 

Live 

Gypsum 

Cotto 


©A 


xr\ 


UNITED STATES 

Showing o 

DISTRIBUTION OF PRODUCTS 


V 


N... 












Limestone "" 

Iron 

N N E S O T 

Granite \ 

Zinc. 


) uofT1 ** 
i * 

•'§ \ \ 


/ 

Livestock} Z' nc ""Coo/S 
Potatoes t Lumber A 
neapolis® • lron p otatoe s „ 

Wheat '^ w | s c o N S i K 


Lumber ^ \ c \ 

£\ Ik| j J c -)C°5m 

A „ i^'btobl^A 0 



- V vv I o -- 

Ho X n , X fye 
at* fio ^M 'Livestock 
Corn l 

Madison 

Livestock Hay sr* 

I O W A V Chicago 

JDesMoines^r 0 ots 

Gypsum 
r chord_Fruits _— ; r LiveszQ€k\ 

\ Wheat V ^ < 

- s _\^ Corn Springfield®^ orn ^ 
ka V Orchard Fruits'^ Wheat 


U'cS^\®p,/V 
,<^ d ?nCC0i5) I d 


I 


f Lumbe. 

Potatoes 

poM pr Dwiri 

vi X—' Coo/V \ • 

Petroleum 

S/ateW™/ PNevvYork 

_Natural Gas , A 

r 1 nT^CT l pENNSVLV AN \®Trenton 

//oy -<r i Potatoes , Harr isburg° /WbeoL 

>C°y Petroleum \ _ _ 

I o h i o \\ 

* 'Corn ® r , Woo J C^U °-- /V -x>StV'3°' er 
"Indian'apolis o umbos v®'* Washington^ yf \2£ L , 

O.® Tb^occo Coo/4^ coo// fe 

Limestone ; x 

- m r. 

I Mules \ r S Hem P v ° 

r_i ^ V; e * ^ m 6 e '.££fh, 

7 r^ e . /-o«THc r u M1 

turnip / r „, (o „ _ jC—/Sweet V -?? on “ ts > 

7Corn' /ron\o Cotta^totoes south * 

I T y \ v ©Columbia 

r Coo/ y ^AtlantaX CAR ££f™ 

‘ y Lumber^ ° ^ Phosphatef 


inc \ 


( Cotton _- 

tOC/c ! A R K A N S A S^—-* 

_®,. f * 


)// -7 } 


Little Rock 
Corn 


Cotton " 

/ ^ 


sL I 

*") /?/ce 

Lumber\ ‘ 


/.om6er| 

— • 

\ 1 

\Jackson 


* 

<s> Cotton\Sug or Q 

?er\ r \ Jack |, on „ •’ 7 ® ) Cone V 

I n buPar \ V ^ j yiontgomery' 

S VC /?5 Cone / ^ " *, Sweet ^ \ Cotton * 

\°Ce t o \ Potatoes y __\ ; 

Nuts 

Rice i 




y ; Potatoes y _j- 

^ »vC F ^ ®TaJlahass€ 

A/uts „ , 
Peonuts 
4 


i r % 

Phosphate 





































































' 

. 






















































































































♦ 
























REFERENCE BOOKS 


303 


a. What railroads will carry the products of Washington to 
Chicago? 

b. What steamship line will take the products of Georgia to 
the northern markets? 

c. Indicate these routes. 

XII. Directories and Guide Books. 

1. Give the name and the address of the drug store located 
nearest the post office in your city. 

2. Who is the city tax-collector in your city? 

3. List the names of three physicians of good professional 
standing at Monroe, La. 

4. What is the name of the newspaper having the largest cir¬ 
culation in St. Louis, Mo.? What is its circulation? What politi¬ 
cal party does it favor? 

5. Who is the senior senator from Iowa? 

6. List the principal book stores at Cleveland, Ohio. 

7. How should a shipment of goods be routed to go as far as 
possible by water from Boston, Mass., to Deland, Florida? To 
Lakeland, Florida? 

8. What is the limit of weight permissible for parcel-post pack¬ 
ages between points in the United States and Korea? 

XIII. Bankers Directory. 

1. In what states is the legal rate of interest 8 percent? 

2. In what foreign countries is the monetary unit as follows: 


e. The pound sterling 
/. The reichsmark 
g. The yen 


a. The peso 

b. The franc 

c. The lira 


d. The guilder 

Give in each case the value in terms of United States money. 

3. You wish to establish banking connections in the following 
towns, which have no banks. Give in each case the name of the 
town having a bank that will serve you. 


Fulford, Fla. 
Bloomfield, Calif. 
Milton, Ohio 


Nelsonville, Texas 
Evergreen, Colo. 


304 APPLIED OFFICE PRACTICE 

4. a. Where is the Federal Reserve Bank for District No. 4. 
located? 

b. How many banks are included in this district? 

c. Of this number how many are members of the Federal Re¬ 
serve System? 

d. Who is the Governor of the Federal Reserve Bank in Dis¬ 
trict No. 8? 

e. What territory is included in Federal Reserve District 
No. 12? 

5. Who is the president of the Bank of Arizona, located at 
Prescott, Ariz.? 

6. a. Who is chairman ex-officio of the Federal Farm Loan 
Board? 

b. Into how many districts is the Federal Land Bank System 
divided? 

c. Where is the bank for each district located? 

7. a. How many branches has the First National Bank of 
Boston? 

b. Where is the South American branch of this bank located? 

8. The credit department of your firm has certain overdue ac¬ 
counts. It has been decided to place them in the hands of attor¬ 
neys for collection. The delinquents are located in the following 
places: 

Emporia, Kansas Cassville, Missouri 

Tuscaloosa, Alabama Harrisburg, Pennsylvania 

Covington, Kentucky Vera Cruz, Mexico 

Salem, Oregon Lisbon, Portugal 

Gorham, Maine Trieste, Italy 

Give, in each case, the name and address of an attorney to 
whom the account may be sent for collection. 

9. a. What is the amount of paid-up capital of the Cleveland 
Trust Company, Cleveland, Ohio? 

b. What bank acts as the Paris correspondent of the Cleveland 
Trust Company? 

10. Give the London address and the Paris address of the fol¬ 
lowing New York banks: 

Chase National Bank of the City of New York 
Equitable Trust Company of New York 
Guaranty Trust Company of New York 


REFERENCE BOOKS 305 

XIV. International Register of Telegraphic and Trade Ad- 
dresses. 

You are employed in the office of the Western Union Telegraph 
Company. Cable messages are received from and transmitted to 
all parts of the world. Many of the messages you handle are to and 
from persons and firms having registered cable addresses. 

1. Messages have come in with the following cable addresses. 
Give in each case the full name and address as it will be written 
on the cablegram blank to guide the messenger boy in making 
delivery: 

Security, Denver, Colo. 

Tampiossco, Tampa, Fla 
Advisory, Elmira, N.Y. 

Blackol, New York 
Frink, Seattle 

2. Give the cable address of each of the following: 

a. Liverpool Electric Cable Co. Ltd., Linacre Lane, Bootle, 

Liverpool 

b. James Woolley Sons & Co., Ltd., Victoria Bridge, Manchester 

c. R. G. Dun & Company, Avenida de Mayo 560, Buenos Aires 

d. Banque pour le Commerce & lTndustrie a Varsovie, 36 Rue 

de Chateaudun, Paris 

e. Banca Commerciale Italiana Piazza della Scala, Milan 

/. World Transport Agency, Ltd., Transport House, London 

g. George Wills & Co., Ltd., 33 Grenfell St., Adelaide 

h. Harperink, Smith & Co., Ltd., P.O.B. 116, Rangoon 

i. Silva-Netto & Co., Alexandra Bldg., Hongkong 

j. Rogers-Jenkins & Co., Mercury Lane, Durban 

XV. Bullinger’s Post Office, Express, and Freight Guide. 

Your employer, in New York, has been in correspondence with 
Dieden & Company, Ltd., 58 Naniwa-macht, Kobe, Japan, regard¬ 
ing toys for the Christmas trade. The goods must be shipped 
not later than November 1 to be available for the Christmas 
trade. Assume today’s date to be October 5. 

The letter placing an order for $20,000 worth of toys, and 
giving full directions for shipment, is timed and marked for the 


Grimwood, Mexico City 
Armistice, Liverpool 
Mueller, New York 
Scotiabank, Chicago 


306 


APPLIED OFFICE PRACTICE 


Trans-Pacific steamer lyo Maru sailing from Seattle. The con¬ 
necting overland mail for this steamer closes at the General Post 
Office, and the City Hall Post Office stations in New York at 
6 p.m., October 5. 

The goods were shipped f.o.b. Seattle. 

1. Between what points did Dieden & Company pay transpor¬ 
tation charges? 

2. Between what points did your employer pay transportation 
charges? 

Freight charges amounted to $765.73. Other charges were as 


follows: 

Cartage.$ 293.20 

Duties. 525.00 

Insurance. 150.00 

Handling . 376.89 

Cost of Selling. 1000.00 

Storage. 222.47 

Packing. 477.64 


3. What amount must be received for the goods in order to 
make a profit of 25%? 

4. What is the amount of profit? 

5. What was the total expense in addition to the first cost of 
the goods? 

Assume that you, as mail clerk, were negligent in the mail¬ 
ing of the letter placing the order and that, therefore, the letter 
did not reach the steamer at the time planned. This meant a 
delay of three days in the delivery of the order and a delay of 
seven days in the shipment of the goods. Consequently, the 
goods reached New York too late for the Christmas trade. They 
were taken into stock and sold out at once at $2675.30 below cost. 

1. What was the amount received for the goods? 

2. What was the per cent of loss? 

3. How much has your carelessness as mail clerk cost your 
employer? 

XVI. Bullinger’s Monitor Guide. 

1. a. On what railroad is Plattsburg, N.Y., located? 

b. On what division of this railroad? 








REFERENCE BOOKS 


307 


c. Give the leaving time from New York, between the hours 
of 8 a.m. and 8 p.m. of all trains for Plattsburg. 

d. Give the time due at Plattsburg for each of these trains. 

e. From what station in New York do these trains leave? 

/. Give the meaning of the following: 


L H f * 


2. a. Who is the British Consul General in New York? 

b. Give the location of his office. v 

3. What is the price of a 60-trip monthly commutation ticket 
on the Erie R.R. between Paterson, N.J., and New York? 

4. a. How should all mail for airplane dispatch be marked? 

b. You are sending the following letters by airplane. What 
will be the cost? 

(1) Letter weighing l\ oz. to Chicago 

(2) Letter weighing 2\ oz. to Omaha 

(3) Letter weighing J oz. to Salt Lake City 

(4) Letter weighing 1J oz. to San Francisco 

c. What mail matter may be sent by airplane? 

5. On what railroad, and division, branch, or line of the rail¬ 
road, are the following places located? (Give all the railroads 
that reach these places.) 


Asheville, N.C. 
Barre, Yt. 
Barre, Mass. 
Farnham, Que. 


Palm Beach, Fla. 
Wilmington, Del. 
Piperville, Ont. 


6. Give listings (name of steamer and sailing date) of steamers 
for Liverpool. 

7. What steamship lines operate between New York and 
Albany, N.Y.? 

8. a. When does the Broadway Limited Train of the Penn¬ 
sylvania R.R. leave New York? 

b. When is this train due in Chicago? 

9. Your employer has just missed the 12 noon express for 
Philadelphia. What is the next train for him to take? 

10. What do the following signify: 


O J 


F t 


308 


APPLIED OFFICE PRACTICE 


XVII. Routing. 

Material needed: Bullinger’s Post Office, Express , and Freight Guide. 


1. The - Motor Co. 

lowing places: 

Atlanta, Ga. 

St. Louis, Mo. 

Flint, Mich. 

Norwood, Ohio 
Janesville, Wis. 


has assembly plants at the fol- 


Kansas City, Mo. 
Oakland, Calif. 
Buffalo, N.Y. 

N. Tarry town, N.Y. 
Minneapolis, Minn. 


You have received orders for cars from: 


Ogden 

Matanzas 

El Paso 

Parkersburg 

Boulder 

Newcastle 

Pine Bluff 

Mobile 

Evansville 

Sheboygan 

Natchez 

Omaha 

Council Bluffs 

Knoxville 

San Diego 

Olympia 

Calgary 

Grand Forks 

Biddeford 

Yarmouth 

Halifax 

Racine 


Taking into consideration that shipment should be made from 
the nearest assembly plant and that the route should be planned to 
reduce freight, from what plant should the shipments be made, 
and over what railroads should they be planned? On page 309 
will be found a schedule of delivery and handling charges. If 
the price of the car at the factory at Flint, Mich., is $500, what 
must be quoted as the “ delivered ” price in each city mentioned 
above? 

Note. When naming a city, always give the state in which it is located, 
or province, if in Canada. 

Arrange the information in tabular form, thus: 


For Delivery to 
0 City ) 


State 


From Factory 
at 


Delivery Price 










REFERENCE BOOKS 

309 

Delivery and Handling Charges: Jan. 1, 19— 


Albany, N.Y. 

. . . $52.00 

Jacksonville, Fla. . . . 

$84.00 

Baltimore, Md. . 

. . . 44.00 

Kansas City, Mo. . . . 

69.00 

Boston, Mass. . . 

. . . 54.00 

Louisville, Ky. 

43.00 

Bridgeport, Conn. 

. . . 54.00 

Memphis, Tenn. 

72.00 

Buffalo, N.Y. . . 

. . . 39.00 

Minneapolis, Minn. . . 

58.00 

Charlotte, N.C. . 

. . . 69.00 

New Orleans, La. ... 

82.00 

Chicago, Ill. . . 

. . . 40.00 

New York, N.Y. 

52.00 

Cincinnati, Ohio . 

. . . 47.00 

Omaha, Nebr. . . . 

69.00 

Cleveland, Ohio . 

. . . 47.00 

Philadelphia, Penn. . . 

52.00 

Dallas, Texas . . 

. . . 91.00 

Pittsburgh, Penn. . . . 

41.00 

Denver, Colo. . . 

. . . 114.00 

St. Louis, Mo. 

42.00 

Detroit, Mich. 

. . . 29.00 

San Francisco, Calif. . . 

139.00 

Indianapolis, Ind. 

. . . 40.00 

Washington, D.C. . . . 

51,00 


XVIII. Shipping news. 

Refer to the shipping sections of the daily newspapers, or to the 
Official Guide of the Railways, and ascertain what steamship lines 
operate the following steamers. Arrange data in two columns; 
name of steamer in first column, and name of steamship line in 
second column. 


Niew Amsterdam 

Europa 

Adriatic 

Volendam 

Majestic 

Empress of France 

George Washington 

Nippon Yusen Kaisha 

Paris 

Pastores 

Leviathan 

Bremen 

Stuttgart 

Rochambeau 

Scythia 

Taiyo Maru 

Oscar II 

Deutschland 

Baltic 

Arabic 

President Roosevelt 

Lancastria 

Rotterdam 

Cleveland 

Mauretania 

America 

Olympic 

Reliance 

Berengaria 

Caledonia 

Lapland 

Western Prince 

Aquitania 

American Merchant 

Columbus 

Westernland 

Belgenland 

He de France 

Franconia 

Veendam 











310 APPLIED OFFICE PRACTICE 

Your firm is engaged in the export business and therefore is 
interested in the movement of steamers to and from this port 
(nearest seaport). From the newspaper section marked ‘ ‘ Shipping 
and Mails,” list the following information: 

1 . 

Steamships Arrived (in Nearest Seaport) Yesterday 
Name of Steamer | Sailing Point [ Date of Sailing 


2. Incoming steamships due today. 

3. Incoming steamships due tomorrow. 

4. 

' Mail Steamships Sailing (from Nearest Seaport) Today 
Steamer j Destination j Mails Close j Sails | Carries Mail for 

5. a. What steamships have been reported by radio? 

b. From what ports did these vessels sail? 

c. To what steamship lines do these steamers belong? 

6. a. Name two steamships of the Red Star Line. 

b. Name two steamships of the White Star Line. 

c. Name two steamships of the American Line. 

d. Name two steamships of the French Line. 

7. Name five steamers of the Cunard-Anchor line. Give 
sailing date or dates in each case, and state for what port each 
steamer is bound. 

8. Name two steamers of the U. S. Mail Steamship Co. 
Give sailing date and destination of each steamer. 

9. Name two steamships of the Pacific Line. 

10. Name two steamships of the Panama Mail Line. 

XIX. Who’s Who. 

1. How has the Rt. Hon. David Lloyd George served his 
country? 

2. Of what magazine is H. L. Mencken the editor? 

3. a. What has made Gabriele D’Annunzio famous? 
b. He is a native of what country? 






REFERENCE BOOKS 311 

4. What has been the military service of the Rt. Hon. Winston 
Churchill? 

5. For what is George Ellery Hale well known? 

6. a. For what is Edwin Markham well known? 
b . Where is his home? 

7. a. What has brought Rafael Sabatini into prominence? 
b. When and where was he born? 

8. During what period was Field Marshal Sir Edmund 
Allenby High Commissioner for Egypt? 

9o a. Where is the residence of the British Royal Family? 
b. Give full name and date of birth of the children of His 
Majesty King George V. 

10. a. With what university is Glenn Frank affiliated? 
b. In what capacity? 

11. Outline the life and work of Jane Addams. 

12. For what is Edith Wharton well known? 

13. What has made Richard E. Byrd famous? 

XX. Who’s Who in America. 

1. a. Why is Thomas Alva Edison well known? 

b. What was his occupation at the age of twelve? 

c. For how many inventions has he received patents? 

2. a. Who is Gifford Pinchot? 

b. When and where did he receive the degree of Doctor of 
Science? 

c. In what islands did he inspect the forests? 

3. a. When and in what theater did David Warfield make his 
first public appearance? 

b. In what plays has he taken the leading part? 

4. For what is David Starr Jordan well known? 

5. Where is the home of Channing Pollock? 

6. For what is David Belasco well known? 

7. a. When and where was Amelita Galli-Curci born? 
b. In what art does she excel? 

8. What periodical did Irvin S. Cobb represent as war cor¬ 
respondent in Europe? 

9. a. What has brought Geraldine Farrar into prominence? 

b. Where was she born? 

c. Where was she educated? 


APPLIED OFFICE PRACTICE 


312 

10. a. Who is Ida Minerva Tarbell? 

b. When and where was she born? 

11 . a. Who is Evangeline C. Booth? 

b. Where was she born? 

12. a. For what is Grace Abbott well known? 

b. Of what is she the author? 

XXI. Financial books. 

1. Give the name, worth (in dollars and cents) and credit 
rating (High, Good, Fair, or Limited) of the firm from which you 
purchased your last pair of shoes. 

2. What is the par value of a share of stock in the American 
Telephone & Telegraph Company? What was the lowest price 
at which this stock sold on the New York Stock Exchange in 
1930? 

3. What dividend rate was paid by the Southern Railroad on 
its common stock for the year 1930? 

XXII. Dun Rating Book. 

1. Your employer has received an order from the Excelsior 
Oil Company, Chicago, Ill., for a bill of goods amounting to 
$2500.00. 

a. How is this firm rated as to capital? 

b. How is this firm rated as to credit? 

c. Is it safe to sell on credit the goods wanted? 

2. a. What is the credit rating of D. K. Smith of Royal Oak, 
Mich.? 

b. Under what general trade classification does Mr. Smith’s 
business come? 

c. In what county is Royal Oak located? 

d. What is the population? 

3. a. What is the population of Salt Lake City, Utah? 

b. In what county is it located? 

c. List alphabetically the names of five contractors, each 
name beginning with a different letter. 

d. List alphabetically the names of ten grocers, each name 
beginning with a different letter. 

4. a. List the names of seven state banks in Wyoming. 

b. List the names of eight national banks in Wyoming. 

c. List the names of three trust companies. 




































o 


IOO 


£00 300 400 























REFERENCE BOOKS 


313 


5. a. What is the population of Kensington, Kans.? 

b. Name the industries in this town. 

6. a. What is the financial rating of the Pioneer Pole & 
Shaft Company of St. Louis, Mo.? 

b. What is the credit rating of this concern? 

c. Under what general trade classification does the business 
of thisjcompany come? 

XXIII. Magazine and Periodical Index. 

1. Give the name of the magazine best suited to persons en¬ 
gaged in the following lines: 

Advertising Automobile selling 

Life insurance Ladies’ ready-to-wear apparel 

Aviation, transportation 

2. By whom is Advertising and Selling published? What is the 
subscription price? How often is it issued? 

3. Make a list of at least five articles that appeared in 1930 
magazines pertaining to the subject of “Art and Advertising,” 
giving — 

a. Author’s name 

b. Title of article 

c. Name and date of magazine 

d. Pages upon which article began and ended 

4,. Make a list of five magazine articles written by R. L. Duffus, 
giving the information asked for in Question 3. 

5. a. In what magazine did Zane Grey’s novel Amber’s Mirage 
begin? 

b. Give the date of the issue in which the first installment ap¬ 
peared. 

6. What periodical index did you consult for these answers? 

XXIV. Newspaper and Newspaper Index. 

1. With what headlines did your leading local newspaper an¬ 
nounce the success of Colonel Lindbergh’s flight across the Atlantic? 
President Harding’s death? The signing of the armistice? 

2. Give the date, headline, and tell how many lines were used 
in your local paper in recording some death, marriage, birth, or 
other event in your family or among your friends. 


314 


APPLIED OFFICE PRACTICE 


3. How may newspaper accounts of local news items in New 
York City be located? Accounts of events of national or inter¬ 
national importance in any paper? 

XXV. The cataloging and selecting of books. 

1. Name the author, the publisher, and the price of the book 
Acres of Diamonds. 

2. Name five books by the author of The Man in Lower Ten, 
and give the name of the firm that publishes the lowest priced 
editions of the books you name. 

3. Name three books on short-cuts to the solution of problems 
in arithmetic and give the names of their authors, publishers, and 
their prices. 

4. Name the most recent book by Henry Ford collaborating 
with Samuel Crowther. Give the name of the publisher, the date 
of publication, and the price. 

5. List five mystery stories published in 1930 and give the 
names of the authors. 

6. Name two novels published in 1930 with scenes laid in New 
York and two with scenes laid in London. 

7. Give a summary of the New York Times Review of the book 
Every Mother’s Son by Norman Lindsay. 

XXVI. Bibliography. 

1. Submit a bibliography of at least five magazine articles and 
five books upon one of the following questions: 

a. Free Trade 

b. Unemployment insurance 

c. Retail distribution 

d. Business depressions 

e. Advertising 


CHAPTER X 


A TYPICAL EXPERIENCE 

Since you are studying the work of a secretary for a 
certain definite purpose, you will be interested in following 
the fortunes of Mary Mitchell. Here we give you a typical 
experience in the first year of secretarial work. 

Obtaining the position. Mary Mitchell was graduated 
from the Liberty High School in one of the cities of the 
Middle West. She obtained a position as stenographer 
through the placement director of the school. Other girls 
in her class obtained positions in one of the following ways: 
by inserting a Situation Wanted advertisement in the news¬ 
paper; by answering & Help Wanted advertisement; by 
applying to an agency; or through the aid of a friend who 
knew of a vacancy. 

Entering upon the new work. When Miss Mitchell 
entered the office on her first day, she was met by the office 
manager, who outlined her duties: taking dictation and 
transcribing for the assistant sales manager; substituting 
for the switchboard operator between the hours of one and 
two o’clock; keeping the follow-up file; taking telephone 
messages and doing other detail work for the assistant 
sales manager. 

The office manager informed her that the best method of 
becoming familiar with her work was by reading the Office 
Policy Book, by looking over correspondence, by studying 
the catalogs of the firm and by reading a statement of the 
most recent circularizing campaign of the organization. He 
introduced Miss Mitchell to Miss Hall of the same depart¬ 
ment. Miss Hall showed the newcomer her desk, the loca¬ 
tion of the supply room and files, and offered to help her in 
any way she could. She explained that supplies, pencils, 

315 


316 


APPLIED OFFICE PRACTICE 


erasers, stationery, pens, ink, and invoice blanks were ob¬ 
tained only by requisition. 

Dictation. Before Miss Mitchell had finished reading the 
Office Policy Book, Mr. Brown, assistant sales manager, 
called her into his office to take dictation. Since Mr. Brown 
was a stranger to Miss Mitchell, and since many of the 
terms which he used were new to her, she did not get all the 
words of his letter. In the course of the dictation, Miss 
Mitchell was annoyed by the fact that Mr. Brown kept 
looking through his desk and in other places in his office 
for information which might have a bearing on the letter. 
As he turned his head away from her a great deal of the 
time while he was speaking, she found it difficult to under¬ 
stand him. 

Another annoying matter was the repeated ringing of the 
telephone. Each time Mr. Brown hurried through the sen¬ 
tence he was dictating and then answered the call. Under 
these conditions, Miss Mitchell was unable to get the 
entire letter, and she was puzzled as to what to do. She 
wanted to ask Mr. Brown to repeat, but could not be 
sure whether he would not prefer to have her wait until the 
entire letter had been dictated. After her first letter, 
she explained that there were some words which she had 
been unable to write, and asked for assistance. She learned 
that Mr. Brown preferred to dictate the whole letter with¬ 
out interruption. He kindly repeated the phrases she had 
failed to complete. 

Transcription, setting up letters. Before Miss Mitchell 
began to transcribe her notes, she consulted the Office 
Policy Book in order to find the form of letter required by 
the firm. She found it to be the block form with open 
punctuation. She typed the letter and the envelope and 
presented them to Mr. Brown for his inspection and sig¬ 
nature. Mr. Brown was anxious to see the quality of the 
work. He therefore examined the letter carefully in order 
to note the following points: 


317 


A TYPICAL EXPERIENCE 

General form and placement of the letter 
Neatness 
Color of the type 
Paragraphing 

Spelling (particularly the spelling of proper names) 

Punctuation 

Accuracy of statement with particular regard to prices, terms, 
and quantities. 

Although Miss Mitchell had not been aware of it, Mr. 
Brown had been timing her in order to discover whether or 
not she could type accurately at a reasonable rate of speed. 
He had noted, also, that Miss Mitchell wrote the letter 
with one trial. Mr. Brown commended her work. He ex¬ 
plained, however, that in all letters which he sent out he 
wished to have his name typewritten under the signature, 
thus: 

Yours very truly, 

THOMPSON & COMPANY 

/f&wy c/. ffiuyuwi/ 

Harry S. Brown 
Assistant Sales Manager 

Switchboard. At 1 o’clock Miss Mitchell took her place 
at the switchboard. A call came in which puzzled her. 
The speaker at the other end of the line asked a question 
about credit policies, which she could not answer. She 
asked the speaker to hold the wire for a moment, and 
asked Miss Hall who could give the desired information. 
Miss Hall referred her to the credit manager, Mr. Wagner. 
Mr. Wagner stated that as the inquirer was a customer of 
some importance he would answer the question himself. 
Accordingly, Miss Mitchell made the necessary connection 
with Mr. Wagner’s telephone extension. 

Among the incoming calls was one from Mr. Shear, who 
wished an appointment with Mr. Brown for that after¬ 
noon. Miss Mitchell knew that Mr. Brown would not 
return until 2 : 30. She told Mr. Shear when her employer 


318 


APPLIED OFFICE PRACTICE 


would return and that he might see him at that time. She 
left a memorandum to this effect on Mr. Brown’s desk. 
Mr. Shear came promptly and had a long conference with 
Mr. Brown. 

Telegrams. In the afternoon Mr. Brown found it neces¬ 
sary to send a telegram to one of Thompson & Company’s 
traveling salesmen. He called Miss Mitchell and told her 
to send the following message to Mr. William Belgard: 

CALL ON BLACK & BENHAM COMPETITION KEEN IN 
BUFFALO REDUCE PRICES TEN PER CENT 

THOMPSON & COMPANY 

Miss Mitchell asked for Mr. Belgard’s address and 
Mr. Brown said, “I do not know just where he can be 
reached. You will have to look up the address.” 

Salesmen’s itinerary. Miss Mitchell knew exactly 
how to send the telegram. She asked Miss Hall about 
Mr. Belgard’s address and Miss Hall showed her a care¬ 
fully typewritten itinerary sheet indicating where each 
salesman could be reached at any time during the week. 
Upon consulting the itinerary sheet Miss Mitchell found 
that Mr. Belgard would leave Buffalo at seven o’clock that 
night. Mr. Brown was pleased with the speed with which 
Miss Mitchell prepared the telegram for transmission and 
wrote the letter of confirmation. Ordinarily, when tele¬ 
grams were sent out, Thompson & Company sent merely a 
confirmation form, but as Mr. Brpwn had some additional 
information to communicate to Mr. Belgard, this confirma¬ 
tion took the form of a letter. 

End of first day’s work. When Miss Mitchell had written 
several other letters, she was surprised to see the other girls 
preparing to leave the office. She could hardly believe that 
the day had passed so quickly. She seemed to have accom¬ 
plished little. She was very tired and left the office with 
the feeling that the work had been unsatisfactorily done 
and that a great deal of it was incomplete. 


A TYPICAL EXPERIENCE 


319 


Adjustment to Environment 

Miss Mitchell had left school with the impression that 
there were certain definite ways of setting up letters, and that 
other ways were wrong or at least questionable. She dis¬ 
covered after reading the Office Policy Book that many of 
the very forms which had been frowned upon in her type¬ 
writing class were prescribed in this office. This caused her 
annoyance until she realized that if her employer required 
a certain form to be carried out it was her duty to do it. 
Hence, she early learned to adjust her high school skill to 
the requirements of her new position. 

Relations among employes. Miss Hall, whose first 
name was Ethel, was so friendly with Miss Mitchell that it 
seemed as though these two girls should call each other by 
their first names. When Miss Mitchell suggested this, she 
thought it strange that Miss Hall should refuse and suggest 
that they could be just as friendly if they continued to call 
each other by the title, “Miss.” Miss Mitchell could not 
understand this and asked for an explanation. Miss Hall 
informed her that business men in general have found it 
advisable to put their employes on a business relationship 
while they are working. These young people may be very 
friendly at home or socially, but when they appear at the 
office in the morning a different relationship exists among 
them. 

Confidential information. As time went on, Miss Mit¬ 
chell learned many things from observation and from 
general conversation. One day she heard two of the girls 
discussing a matter at luncheon. One was much displeased 
at something which had happened, and in the course of a 
discussion about the apportionment of work she asked her 
companion the amount of her salary. Miss Mitchell noticfed 
that the girl addressed was unwilling to give this informa¬ 
tion and when pressed further said, “My salary is a matter 
which concerns my employer and me. It is confidential.” 


320 


APPLIED OFFICE PRACTICE 


On another occasion Miss Mitchell was introduced to three 
girls employed by a competing firm. One began to boast 
of the fine business which her firm had recently done in 
certain new sales articles. She was immediately stopped 
by an older girl who sat at the table and who informed her 
that a loyal employe never discusses the business of the firm. 
To Miss Mitchell this silence seemed unnecessary, until 
she heard the girls mention that employes of the firm had 
been discharged because, by disclosing information, they 
had given competitors an opportunity to undersell or to 
bring out a new sales article before the firm itself had had 
a chance to place the article on sale. 

Poise and good health. When Miss Mitchell attended 
high school, conditions had been very pleasant. Her in¬ 
structor had eliminated all annoying situations. When the 
novelty of being in a real position had worn off, Miss Mit¬ 
chell became homesick for school. In her present position 
things were happening so fast, and so many things were 
happening at the same time, that it seemed to her that she 
could not go on with the work. First of all, her office was 
located in a very noisy part of the city; second, her em¬ 
ployers required that everything go out on time; third, 
several duties came at one time and all had to be attended 
to at once. None could be overlooked. For instance, Miss 
Mitchell might be typing a letter which must go out on 
the Twentieth Century Limited train, with the office boy 
waiting to take the letter to the Grand Central Station, 
when Mr. Brown might signal her to take a telegram. 

On one occasion, on taking a message to be telegraphed, 
her employer told her to call Mr. Willis and inform him 
that he would meet him at 190 Broadway in fifteen min¬ 
utes. These matters were urgent and very confusing. It 
seemed impossible to do everything at one time,, and yet 
Miss Mitchell realized that it had to be done. Many a 
night she was so worn out by the confusion that she thought 


A TYPICAL EXPERIENCE 321 

she could never face the office another day. The one thing 
that made the work possible was the fact that Mr. Brown 
recognized her efforts. On the day on which he said, “Miss 
Mitchell, for a girl of your age, you stand the strain of 
this work very well/’ Mr. Brown did not know that Miss 
Mitchell was on the point of resigning. But Mr. Brown did 
know that knowledge of shorthand, typewriting, and office 
procedure was not sufficient to make a good office worker 
without some of the more important personal traits. Miss 
Mitchell found, too, as time went by, that it grew easier to 
adjust herself and to organize her work. 

Like most young people, Miss Mitchell enjoyed parties, 
club meetings, and the theater. She found, however, that 
it was necessary to budget her leisure time as well as the 
office time; for on days following late social engagements 
she was likely to be inaccurate in her work and tired, long 
before the day was over. In addition, she was nervous and 
irritable. Her good judgment asserted itself and she de¬ 
cided in the interest of health and service to curtail her 
social activities. 

Growth of Resourcefulness 

Desk tickler. One afternoon Mr. Brown forgot an 
appointment with another member of the Board of Trade. 
The appointment had been made two weeks previously. 
Mr. Brown fully intended to keep it, but during the two 
weeks the matter slipped his mind. The following morning, 
he received a telephone call in which his friend of the Board 
of Trade inquired why the appointment had not been kept. 
Mr. Brown had always been careful to keep appointments 
and felt much disturbed at his failure. Miss Mitchell could 
not help observing what had happened and suggested a 
means for preventing a recurrence. She said, “Mr. Brown, 
there is a simple office device which prevents overlooking 
appointments and other matters. It is called the desk 
tickler. It is inexpensive and simple to operate.” Mr. Brown 


322 


APPLIED OFFICE PRACTICE 


sent a messenger boy to procure this device. From this time 
on all matters which had to be attended to were carefully 
filed in this small desk file according to date. Then when the 
proper date arrived the matters were unfailingly brought to 
his attention. 

Recording minutes of meetings. Mr. Granville, the 
president of the firm, was an active member of the Chamber 
of Commerce. He also held the position of secretary. He 
lacked skill in reporting. The minutes of a previous 
meeting revealed errors and omissions. Consequently, he 
felt the need of a quick, accurate stenographer to do the ac¬ 
tual writing of reports and minutes. He applied to the 
office manager for someone who could do this work. The 
latter mentioned Miss Mitchell. Mr. Granville sent for 
her, and explained what he wanted done. Miss Mitchell 
said she had never done work of this kind, that her only 
experience had been in connection with business letters. 
Mr. Granville was on the point of dismissing her, and trying 
someone else, when Miss Mitchell asked, “When is the 
next meeting, Mr. Granville?’ 7 He replied, “A week from 
tonight.” Miss Mitchell then said, “ If I may examine some 
previous reports and minutes of the Chamber of Commerce, 

I think I can prepare myself to do the work.” 

Statements. About three days before the end of April 
Miss Mitchell was informed by the office manager that 
the stenographer in the Credit Department was ill and 
that the monthly statements must go out. She worked 
at these and on April 30th found that she had not finished. 
When she explained this to the office manager, he informed 
her that the statements must be in the mail that night. 
This meant that she must remain overtime and finish the 
work. This she did, remaining until after nine o’clock, 
realizing afresh that emergencies must be met regardless 
of personal inconvenience. 

Registered letters. One of the agents of the firm had not 
made his reports regularly. In fact, the firm had not heard 


A TYPICAL EXPERIENCE 323 

from him for a month. It was the busy season and the 
assistant sales manager felt it necessary to find out why this 
agent was not doing any business and also why he neglected 
to answer letters. The matter was placed in the hands of 
Miss Mitchell. At first the assistant sales manager thought 
that a special delivery letter would be the proper method 
of handling the matter, but as he was anxious to get proof 
that the letter had actually been received, Miss Mitchell 
suggested that the letter be registered with “Return 
Receipt Requested ” placed in the lower left-hand corner of 
the envelope. 

Mimeograph, multigraph, and addressograph. One 

morning Mr. Brown told Miss Mitchell that he had some 
very important work which had to be done that day. She 
wondered what it could be and went promptly to the office 
in order to get the work started in time. Mr. Brown 
explained that on account of a change in business condi¬ 
tions, it would be necessary for the firm to change its selling 
policy. Accordingly, he wanted to send a circular letter 
to each of the 675 agents throughout the United States and 
Canada. He explained the work to Miss Mitchell and asked 
how it could be done in one day. Miss Mitchell had never 
used the mimeograph machine in the office, but told 
Mr. Brown that all of this work could be done if the mime¬ 
ograph was in good condition. On trying the machine, she 
found it in such bad condition that copies were hardly 
legible. Since no time could be wasted, she suggested that 
the letters be multigraphed. Mr. Brown dictated the 
letter. Miss Mitchell called up a firm that made a specialty 
of multigraphing letters. 

This firm sent an office boy for Miss MitchelPs copy. 
She explained to the boy the form in which the letter was 
to be set up. Before noon the boy was back with a proof 
of the multigraphed letter. Miss Mitchell presented this 
to Mr. Brown, who made a few changes and instructed 
her to order 1000 copies. Meanwhile Miss Mitchell had 


324 


APPLIED OFFICE PRACTICE 


started the office boy working on the addressograph in 
order to address letters to all of the agents. She was 
glad to find out that she did not have to typewrite these 
addresses. Instead, she found that each agent had a metal 
stencil plate on which were printed his name and address. 
These stencils were then placed in the addressograph and 
the work of addressing the envelopes was done quickly and 
accurately. The stencils were arranged alphabetically in 
drawers just as library cards are kept. All that was neces¬ 
sary was to empty the drawers into a vertical groove on the 
addressograph machine and as each stencil was used it 
dropped back into its proper position. 

In the middle of the afternoon the boy from the multi¬ 
graph company returned with the thousand copies. The 
letters were folded and inserted in the envelopes. No inside 
address was necessary. The envelopes were then run 
through the postage metering machine and carried to the 
mail box. 

Miss Mitchell had studied about the mimeograph, the 
multigraph, the addressograph, and the postage metering 
machine at high school, but this was her first opportunity 
to use all of these machines in carrying out an important 
piece of work. 

Learning New Duties 

Bank deposits. Mr. Brown one day told Miss Mitchell 
that he wished to deposit some funds in the National City 
Bank. He gave her some blank deposit slips and the checks 
to be deposited. These she had him indorse and then she 
made out a deposit slip. She then sent the office boy to the 
bank with the deposit. 

Balancing check book. On the first of June Mr. Brown 
received from his bank a statement of his balance and also a 
package of canceled checks. When Miss Mitchell at¬ 
tempted to verify the bank balance, she could not make it 
agree with her balance in Mr. Brown’s check book. At first 


A TYPICAL EXPERIENCE 


325 


she was alarmed, but, on looking over the bank statement, 
she noticed that there was a difference of $200. A comparison 
of the bank statement with her own records indicated that 
the statement was inadequate in the following respects: 

(1) A check drawn for $100 had not been returned. 

(2) A deposit of $300 had not been recorded on the statement. 

Both the check and the deposit were made subsequently to 
the issue of the statement by the bank. This was Miss Mit¬ 
chell’s first experience in checking bank balances. 

Economic geography. When Miss Mitchell was a high 
school student, she had thought economic geography a 
subject for boys. To her surprise she found that a knowl¬ 
edge of this subject was valuable to her in answering many 
questions and in attending to various duties. She found a 
large map of the United States hanging in Mr. Brown’s 
office, on which were located the manufacturing plants of 
the company; and, in addition, she found that many 
different facts such as salesmen’s territory, volume of 
business, and itineraries of salesmen were indicated by 
map tacks. 

Coding. The firm conducted a very extensive foreign 
business. Virtually all correspondence with branches in 
Europe was in code. The code book used was the ABC . 
Miss Mitchell had heard of this book but she had never 
actually decoded a message. Hence she was much inter¬ 
ested when a cablegram in code was presented to her for 
unpacking. The cablegram had to do with the purchase 
of crude rubber in Brazil. Mr. Brown dictated his answer, 
which was first compressed into fewer words and then put 
in code. Miss Mitchell discovered that the main point to 
be kept in mind was to grasp the sense. Then, for each 
idea to be expressed, one word was found in the code book. 
When these separate words were typewritten one after the 
other, they expressed the entire message of the cablegram. 

Care of office machines. The office manager was partic- 


326 


APPLIED OFFICE PRACTICE 


ular about the order and cleanliness of the offices. One 
instruction which he gave was that there should be no loose 
papers lying on any desk after the office closed in the 
evening. Another requirement in the office was that the 
typewriters be dusted off every morning and cleaned and 
oiled regularly. Miss Mitchell had never paid much atten¬ 
tion to this in her high school course, and did not know the 
best way to clean and oil a machine. In a short time the 
service man came from the typewriter company to make 
some repairs and Miss Mitchell asked him how to clean 
and oil a typewriter. He showed her very quickly, and 
from that time on she kept the machine in good working 
order. 

Inclosures. One evening after all the letters had been 
signed and sealed, Miss Mitchell discovered a check lying 
on her desk. On examining it she found that it was payable 
to Henry C. Smith. She suspected that she had neglected 
to inclose this check. On looking through the envelopes 
which were about to be mailed she found the envelope of 
Henry C. Smith. On opening it and reading the letter she 
found that mention was made of an inclosed check. Conse¬ 
quently, she addressed another envelope to Henry C. 
Smith and inclosed in it the letter and the check. This 
experience showed her how easy it is to misplace inclosures. 

Digest of correspondence. Mr. Brown went on his 
vacation to a distant part of Canada on August 15 with 
the expectation of returning on September 1. As he 
wished to know how the business was progressing in his 
absence, he asked Miss Mitchell to send him a letter each 
day in which she gave a digest of all correspondence. The 
first day Miss Mitchell found this work so difficult that she 
could not leave the office until seven o’clock. After that, 
however, she learned the procedure of reading a letter and 
choosing the important points. Typewriting the digest 
required much less time than the selection of the material. 
At first the digest appeared in narrative form, but on re- 


A TYPICAL EXPERIENCE 


327 


flection Miss Mitchell found that this method required too 
much time. She therefore arranged her digest in outline: 

Incoming Outgoing 

From Date ' Date 

(Smith) (8-14) Complaint (8-16) Referred to Mr. Jones 

Manifold Daily Duties 

Pay roll. Miss Mitchell felt more at home in the office 
after a new stenographer had come to her for advice. This 
girl was employed in the Accounting Department, and was 
about to make up a pay roll. She never had done this be¬ 
fore. Miss Mitchell had been instructed on this point in 
high school and she found it an easy matter to advise the 
new stenographer as to the best method of setting up the 
material on the blank form used by the firm for that 
purpose. 

Day and night letters. One letter came for Mr. Brown 
during his absence which required a prompt answer. Miss 
Hall suggested calling Mr. Brown on long distance tele¬ 
phone, but on second thought she and Miss Mitchell 
decided that in all probability Mr. Brown would be many 
miles away from any telephone. Miss Hall then suggested 
that they send a regular telegram. Miss Mitchell objected 
because Mr. Brown would not be in his hotel until evening 
and therefore the telegram would accomplish no more than 
a day letter. Accordingly, they sent out a day letter 
quoting the entire letter from Mr. Smith and giving other 
relevant facts. Mr. Brown received the message that 
night and immediately replied by night letter. The night 
letter was sufficiently fast, since the message was delivered 
on the following morning. 

Expense accounts. One of the traveling salesmen had 
been on the Pacific Coast. On his way home, while in 
Portland, Oregon, he was taken ill and was sent to a 
hospital. By the time he reached Salt Lake City his funds 






328 


APPLIED OFFICE PRACTICE 


were low and he found he lacked the necessary money 
for fare home. He therefore wired the home office to for¬ 
ward $300.00. The work of forwarding this money fell to 
Miss Mitchell. 

The neglected letter. One day just as Mr. Brown was 
leaving he recalled that he had neglected to send a letter in 
adjustment of a claim. As he was passing Miss MitchelPs 
desk he said to her, “ You have noticed how we settle cases 
of this kind, Miss Mitchell.” She glanced at the letter and 
said, “ Yes.” Then he said, “ Answer this letter and sign it 
for me. I shall not be back until tomorrow.”' 

Dictation typed directly. Mr. Brown appeared at the 
office toward closing time one day after an important con¬ 
ference. He found in his mail a letter that required an 
immediate answer. Since his time was short, he told Miss 
Mitchell to type it from dictation. He was then free to 
leave as soon as he had signed the letter. Miss Mitchell 
liked the method and discovered that typing the message 
directly was just as easy as transcribing her own notes, 
and very much quicker. 

Sales reports. Mr. Brown set up a bulletin board in the 
General Sales Office. On this were printed the names of all 
the salesmen. Each week it was Miss MitchelPs duty to 
place the total sales made by each man during the preceding 
week. She obtained her information from reports which 
recorded all facts of importance to the firm as the salesmen 
found them. It was necessary for Miss Mitchell to be 
extremely accurate in recording these sales as the achieve¬ 
ments of the different salesmen were posted on the bulletin 
board so that their records could be compared. 

Form letters. Mr. Brown had built up a system of 
collection letters. They were form letters, numbered 1 to 
15. In them were left spaces for writing names, dates, 
articles, and other facts which pertained to each case. Miss 
Mitchell frequently received letters with the number 
7 or 5 or 2 in the margin and with Mr. Brown’s in- 


A TYPICAL EXPERIENCE 


329 


itials. Her business was then to make a copy of the form 
letter indicated, making the changes necessary to adjust it 
to the particular situation. 

In addition, Miss Mitchell kept an elaborate scrapbook 
for Mr. Brown; she looked up names and addresses of new 
customers; she kept the mailing list up-to-date; she helped 
with the inventory; checked replies to advertisements; 
proofread advance copies of circulars and newspaper ad¬ 
vertisements, and filed catalogs. 

It is easy to be seen, then, that Miss Mitchell’s experi¬ 
ence of the first day had repeated itself. She was seldom 
able to finish all her varied tasks in any given time, and 
frequently left the office with a sense of unfulfillment. She 
found that she must plan most carefully for the comple¬ 
tion of the left-over work. Otherwise, certain pieces of 
work would be slighted, one day after another, and finally 
forgotten. 

It was these very qualities, dependability, resourceful¬ 
ness, and initiative, which caused Miss Mitchell to get 
ahead of some of the other young people in the organiza¬ 
tion. She was very systematic; nothing was left to chance. 
When a job was handed to her, it was felt that the work 
would be carried to a successful completion. A truth 
which her teacher had told her many times dawned upon 
Miss Mitchell at this point: “It is not the amount of 
shorthand that you know, or your speed in typewriting, 
or your skill in operating office machines, which makes 
you valuable to an organization, but it is yourself, the 
sum of all the traits which the business man long ago found 
essential in a young office worker.” 


Miscellaneous Duties 

Hotel reservations for salesmen, Pullman reservations 
for her employer, arranging for baggage were also part of 
her daily work. She learned to use her judgment, to 


330 


APPLIED OFFICE PRACTICE 


adjust schedules, and to save all the time possible for both 
her employer and the salesmen. 

Her duties included certain social duties also. For 
instance, when an out-of-town customer came to see Mr. 
Brown one day, and remarked, “My wife wants to do 
some shopping. Will you direct her to some reliable 
stores ?” Mr. Brown replied, “Yes, I can direct her, but 
it will be much simpler if my stenographer, Miss Mitchell, 
accompanies your wife.” 

Mr. Brown was a man of varied civic interests. He fre¬ 
quently received many letters of a personal nature, ad¬ 
dressed to the office, and sent out his replies from the office. 
This work Miss Mitchell took care of, filing the letters 
most carefully in Mr. Brown’s private files. 


APPENDIX I 


Classifications of Domestic Mail 

Domestic mail matter includes matter deposited in mails for local delivery 
or for transmission from one place to another within the United States, or to 
or from or between the possessions of the United States. 

First class. Letters and written and sealed matter, 2 cents for each 
ounce. Government postal cards, 1 cent each. 

Private mailing or post cards, 1 cent each. 

Second class. Complete copies of newspapers, magazines, and other 
periodicals containing notice of second-class entry, 1 cent for each 2 
ounces or fraction thereof, regardless of weight or distance, when 
mailed by other than the publisher or news agent. 

Third class (limit, 8 ounces). Circulars and other miscellaneous 
printed matter, also merchandise, 1 | cents for each 2 ounces. 

Books (including catalogs) of 24 pages or more, seeds, cuttings, 
bulbs, roots, scions, and plants, 1 cent for each 2 ounces. 

Identical pieces of third-class matter may be mailed under permit 
in bulk lots of not less than 20 pounds, or 200 pieces, at the rate of 
8 cents for each pound, or fraction thereof, in the case of books or cata¬ 
logs having 24 pages or more, seeds, plants, etc., and 12 cents a pound, 
or fraction thereof, in case of circulars, miscellaneous printed matter, 
and other third-class matter, with a minimum charge of 1 cent a piece, 
in either case. Application for permit should be made to postmaster. 

Fourth class, commonly called Parcel Post (over 8 ounces). Mer¬ 
chandise, books, printed matter, and all other mailable matter not in 
first or second class — 


Zones ^irst Additional Pounds 


Cents 

Local.7 . . . 1 cent each 2 pounds 

1 a nd 2. 7... 1 cent each pound 

3 . 8 ... 2 cents each pound 

4 . 8 ... 4 cents each pound 

5 . 9 ... 6 cents each pound 

6 . 10 ... 8 cents each pound 

7 . 12 ... 10 cents each pound 

g.13. ..12 cents each pound 


331 


















332 


APPLIED OFFICE PRACTICE 


The limit of weight for the first three zones is 70 pounds; beyond 
the third zone, 50 pounds. Parcel post packages may not exceed 84 
inches in length and girth combined. 

Special delivery. This is a special service which saves several hours. 
It is obtained by placing a special delivery stamp on the letter or pack¬ 
age, in addition to the regular postage, and hastens delivery to an 
addressee located within one mile of a post office or a branch office. 
The cost of a special delivery stamp for a letter weighing not more 
than 2 pounds is 10 cents. The cost for other kinds of mail is given 
below. One may use ordinary postage stamps to make up the amount 
of the special delivery fee, but, in this case, the words, “Special Deliv¬ 
ery” should be plainly marked on the envelope or wrapper, directly 
below the stamps. 

Special delivery mail leaves the post office with the regular mail. 
When it reaches the post office of destination, it is immediately sent 
out for delivery by a special messenger, during special delivery hours. 
If for any reason special delivery mail cannot be delivered, notice is 
left at the place of address and the mail is returned to the post office, 
after which it is treated as ordinary mail. 

The rules for forwarding ordinary mail apply in the case of special 
delivery mail. Unless an attempt was made to deliver by the office 
of original address, such mail is entitled to special delivery service by 
the post office to which it is forwarded. 

Delivery of special delivery mail will be made from post offices of 
the first and second classes on Sundays, and from other offices if open 
on Sundays. Special delivery is effective at all offices on holidays. 

Special delivery fees in addition to the regular postage: 

Second, 

First class third or 
fourth class 

Up to 2 pounds .10 i 15 

Over 2 pounds up to 10 pounds .... 20^ 25 

Over 10 pounds .25^ 35 

The prepayment of the foregoing fee on second-, third-, or fourth-class 
mail entitles it to the same expeditious handling and transportation 
as is accorded first-class matter, and also entitles it to special delivery 
at the office of address. 

Registered mail. Registering mail is a way of safeguarding letters 
and fourth-class matter which has been sealed and for which first-class 
postage has been paid. Second- and third-class mail may be registered 
under the conditions given below. 

The post office guarantees delivery of registered mail, and in case of 




CLASSIFICATIONS OF MAIL 333 

loss is responsible to the sender for the declared value up to $1000. 
Registered mail must show the name and address of the sender. 

The fee, which is in addition to the regular postage, depends upon 
the declared value. A receipt is issued by the post office when a piece 
of mail is registered. This should be retained by the sender until he 
knows that delivery has been made. In case of loss, the number on 
the receipt will be needed in tracing the lost mail. 

If the sender desires a receipt from the person receiving the registered 
mail, he should write, “Return Receipt Requested’" in the lower left- 
hand corner of the letter, or on the face of the package. The post 
office will then attend to getting the receipt and mailing it to the 
sender. The extra charge for this is three cents. 

Registry Fees (in addition to regular postage): 

For indemnity limited to — 


$50.15^ $500 60 $£ 

$100 . 20^ $600 70 j i 

$200 . 30^ $700 80 

$300 . 40 i $800 . 90 ^ 

$400 . 50^ $1000 .$1.00 


Second- and third-class matter valued in excess of $100, upon which 
a registry fee in excess of 20 cents is paid, must be sealed and first-class 
postage paid thereon. 

Fourth-class matter (domestic parcel post) may also be registered if 
it is sealed and the first-class rate of postage is paid thereon. 

Mail matter without intrinsic value for which no indemnity is pro¬ 
vided, may be registered at the minimum fee of 15 cents. 

Registry fees (Foreign). For all foreign destinations, 15 cents in ad¬ 
dition to postage. When a return receipt is requested at the time of 
mailing there is an additional charge of 5 cents therefor, and a charge 
of 10 cents when requested after mailing. 

Insured mail. Valuable fourth-class or parcel post mail should be 
insured. For a small extra charge, depending upon the declared value, 
the Government will insure a package for an amount not exceeding 
$200. As in the case of registered mail, the receipt issued by the post 
office for an insured package should be held by the sender until he 
knows that delivery has been made. In case of loss or damage, this re¬ 
ceipt should be presented at the post office. The number on the receipt 
will aid in tracing a lost package, as the package bears the same number. 

As in the case of registered mail, one may have the Return Receipt 
Requested service if desired, the extra charge being 3 cents. 

Firms that send out several insured packages at one time find it 












334 


APPLIED OFFICE PRACTICE 


possible to save considerable time and labor by making out the receipts 
themselves, in advance, ready for the signature of the clerk at the post 
office, when he accepts the mail for insurance. In this case, one com¬ 
posite receipt answers for all the items, each item being listed on the 
receipt. A book of receipt forms may be obtained from the post office, 
as well as definite instructions as to procedure. Similar books may be 
obtained from the post office for use in registering mail and in sending 
C.O.D. mail. The sender’s name and address (return card) must ap¬ 
pear on packages when presented for insurance at the post office. 


Insurance Fees. 

Value of Parcel Cents 

Not over $5.5 

Not over $25.8 

Not over $50.10 

Not over $100.25 

Not over $150.30 

Not over $200 . 35 


Special handling. This is a service whereby fourth-class (parcel 
post) mail is given the same expeditious handling, transportation, and 
delivery as is accorded first-class mail (but not special delivery). The 
words, “Special Handling,” written or printed, should appear on the 
wrapper, preferably in the space immediately below the postage stamps 
and above the address. 

The fees for special handling, in addition to the regular postage, are: 

Up to 2 pounds .10^ 

Over 2 pounds and not more than 10 pounds . .\ . 15^ 

Over 10 pounds . 20^ 

C. O. D. Parcel post packages may be sent through the mail as 
from a department store, cash on delivery. This means that the post 
office department will collect from the person addressed the amount 
due the sender, together with the cost of a money order for that amount, 
before making delivery. The post office will collect amounts up to $200 
on C.O.D. packages and remit to the sender by postal money order. 

The sender places on the package a C.O.D. tag furnished by the post 
office which must show the amount to be collected and the money order 
fee for that amount. For this service the sender pays as follows: 


Not over $ 10.12 £ 

Not over $ 50.15^ 

Not over $100 . 25^ 

Not over $150 . 35^ 

Not over $200 . 45 i 















CLASSIFICATIONS OF MAIL 335 

The C.O.D. fee automatically insures the package for its actual value 
up to $200. 

There is no C.O.D. service to the Canal Zone, to the Philippine Is¬ 
lands, or to United States warships. 

All data on C.O.D. tags must be filled in with ink, typewriting, or 
indelible pencil. 

Return postage guaranteed. The placing of this notation just below 
the return address on the envelope insures the return to the sender of 
second-, third-, and fourth-class mail in cases where delivery cannot be 
made. The return of undeliverable letters makes it possible for a firm, 
at the price of the return postage, to correct its mailing list. 

Another advantage in having this notation on the envelope or 
wrapper is that the receiver is impressed by the fact that the sender 
values the material which he mails. 

Money orders are of two kinds: 'postal and express. They offer a 
safe, cheap, and convenient method of making remittances. 

A postal money order is an order drawn by one post office on another, 
directing that the amount specified in the order be paid to the person 
or firm named in the money order. An express money order is an 
order drawn by one express office on another, directing that the amount 
specified in the order be paid to the person or firm named in the money 
order. 

Buying a postal money order is similar to drawing a check on an 
amount deposited in the bank. The buyer fills out an application 
blank, giving the amount, name, and address of the one who is to receive 
the money, and his own name and address. He then pays the money 
order clerk the amount of the money order, together with the fee. 
The clerk makes out the order and delivers it with a receipt attached. 
This receipt should be retained until an acknowledgment of the 
money order is received. The order is sent to the one to whom it is 
made payable, who may indorse and deposit it in his bank or cash it, 
after proper identification, at the post office. It may be transferred by 
indorsement but once. 

The procedure in buying an express money order is similar to that 
for a postal money order, except that a written application is not nec¬ 
essary. There is no restriction on the number of indorsements on an 
express money order. 

There are two types of postal money order forms — one for sending 
money to any part of the United States or any of its possessions, the 
domestic money order; and the other for sending money to foreign 
countries, the international form. 


336 


APPLIED OFFICE PRACTICE 


Domestic money order fees. 

For orders from — 


Cents 


Cents 


$0.01 to $2.50 . . 5 

$2.51 to $5 . . . 7 

$5.01 to $10 . . . 10 

$10.01 to $20 . . . 12 


$20.01 to $40 . . . 15 

$40.01 to $60 . . . 18 

$60.01 to $80 . . . 20 

$80.01 to $100 ... 22 


Classifications of Foreign Mail 


Letters. Five cents for the first ounce or less and 3^ for each addi¬ 
tional ounce or fraction of an ounce. (To the following countries the 
rate is 2^ an ounce or fraction thereof: Canada, Cuba, Mexico, the 
Republic of Panama, Newfoundland, Labrador, Great Britain and 
Ireland, Spain and the Spanish Colonies, New Zealand, and British 
Samoa, and all countries and places in South and Central America and 
the West Indies, except Dutch Guiana, French Guiana, Venezuela, 
Guadeloupe, and Martinique.) 

Post cards. Single post cards for the following named countries, 
one cent — double or reply cards, two cents — Argentina, Bolivia, Brazil, 
Canada, Chile, Colombia, Costa Rica, Cuba, Dominican Republic, 
Ecuador, Guatemala, Haiti, Honduras (Rep. of), Mexico, Newfound¬ 
land, Nicaragua, Panama, Paraguay, Peru, Salvador (El), Spain (and 
colonies), Uruguay, Venezuela. Single post cards for the following 
named countries, two cents — double or reply cards, four cents — Great 
Britain and Ireland (Northern and Free State), New Zealand, all West 
Indies, and Central and South American countries not listed above. 

Single post cards for all other countries not mentioned, three cents — 
double or reply cards, six cents. 

Printed matter. In general, one cent for each two ounces or fraction of 
an ounce. 

Samples of merchandise. One cent for each two ounces, with a 
minimum charge of two cents. 

Commercial papers. One cent for each two ounces. 

Small packets. Three cents for each two ounces or fraction thereof, 
with a minimum charge of ten cents. 

The rate for Foreign Parcel Post is 14 £ a pound, except to Pan Ameri¬ 
can countries, when the rate is the same as for the eighth zone in the 
United States, and in the case of certain countries (see Official Postal 
Guide ), when an additional transit charge is made on each package ac¬ 
cording to weight. 

The mail clerk of a firm doing business with foreign countries should 


CLASSIFICATIONS OF MAIL 337 

be able to time his mail for certain steamers. He can obtain schedules 
of sailings from the post office which will show when the mail for any 
special steamer closes at the post office; or he can get the information 
through the section in the newspapers dealing with Shipping and 
Foreign Mails. He should post this schedule in a convenient place 
near the mail table. 


Air Mail 

Air mail service, operated under contract between the post office 
department and air transportation companies, is available to provide 
rapid transmission of mail. Practically all of the larger cities of the 
United States are located directly on air mail routes, and all other points 
are served to and from these routes by other means of postal transpor¬ 
tation. 

The rate of postage on air mail is five cents for the first ounce and 
ten cents for each additional ounce or fraction of an ounce, regardless 
of distance, except when sent to Porto Rico, Virgin Islands of the 
United States, or the Canal Zone. The rate between Porto Rico or 
the Virgin Islands and the United States is ten cents for each half 
ounce or fraction of a half ounce, and between the United States and 
the Canal Zone, it is twenty cents for each half ounce or fraction of a 
half ounce. This postage includes the transportation to and from the 
air mail routes. The air mail service is constantly being extended. 
Up-to-date information concerning foreign rates may be obtained from 
local postmasters. 

Air mail may be registered or sent special delivery, the limit of 
indemnity by the post office department for registered mail being 
$1000. Packages by air mail may also be sent C.O.D. and insured, the 
limit of insurance indemnity for C.O.D. matter being $200. 

Any mailable matter, except that liable to damage from freezing, 
may be sent by air mail at the above rates of postage, including sealed 
parcels not exceeding 50 pounds in weight and not exceeding 84 inches 
in length and girth combined. 

Special air mail stamps are issued for the payment of postage on air 
mail, but ordinary stamps may be used. 

Air mail should be conspicuously indorsed in the space immediately 
below the stamps, above the address, “Via Air Mail.” Special envelopes 
bearing five-cent embossed stamps for air mail are on sale at all post 
offices. The public may also use envelopes of a distinctive design 
approved by the post office department. 

If atmospheric or weather conditions prevent a mail plane from con¬ 
tinuing its flight, the plane lands at the nearest landing field and the 


338 APPLIED OFFICE PRACTICE 

mail is promptly transferred to the fastest train going to the destination 
of the plane. 

The air mail service has made it possible for last minute business 
to be conducted satisfactorily. This service is so rapid that by sending 
air mail “special delivery” many business transactions which would 
otherwise be impossible can now take place, such as the sending of 
supplies to agents; the mailing by banks of checks, drafts, and notes for 
collection and credit, thus saving interest charges on funds in transit; 
the mailing of important and rush letters, and letters to connect with 
mail to Europe and other foreign destinations; the shipping of medi¬ 
cines; and the sending of moving-picture films and news pictures. 

In general. A composite parcel, second- third- or fourth-class, con¬ 
sists of a letter and a parcel, as follows: The letter is placed in an 
envelope addressed to correspond with the address on the parcel and 
the letter rate of postage affixed. The sealed envelope is then securely 
attached to the wrapper of the parcel in such a manner as to prevent 
it from becoming detached and from interfering with the address of 
the parcel. Stamps to cover the postage for the parcel are then placed 
on the wrapper. The advantage of a composite parcel is that the par¬ 
cel and the letter are delivered at the same time. 

Parcels may be sealed by using a heavy wrapping paper and a 
strong gummed paper tape or glue. They must bear the following no¬ 
tation in printing beneath the return address: 

Contents — Merchandise 
Postmaster: This parcel may be 
opened for postal inspection if necessary 

The following inclosures are admissible in parcels: A written or 
printed invoice or bill showing the name and address of the sender and 
addressee; the names and quantities of articles inclosed and such marks 
for the purpose of description as may be necessary. The words “No 
Charge,” “Charge $-,” or “Charge” are permissible. 

To insure expeditious handling, letters and circulars should be pre¬ 
sented at the post office as follows: Postage stamps should be affixed 
in the upper right-hand corner, the stamps and addresses faced the 
same way, and the bundle of mail securely tied with twine. 

In the case of parcels containing more than one class of mail matter, 
postage is computed on the basis of the class upon which the higher 
rate of postage is chargeable. 


APPENDIX II 


Indexing and Filing Rules and their Application 

Indexing. All filing involves the alphabetic arrangement of names, 
either of persons, places, things, or subjects. In order to alphabetize 
names correctly, two fundamentals must be thoroughly understood: 

1. How to index titles 

2. How to determine what constitutes each unit in each title 

Indexing titles is the process of determining in which order the 

various parts or units of a title shall be considered: i.e., whether John 
Brown shall be filed under John or Brown, etc. (See rules 1, 2, 3, 8, 
9, 9a, 10, 11, 12, 13, 20.) It is necessary, also, to know what consti¬ 
tutes each part or unit of each title, because titles must be considered 
unit by unit in arranging them in alphabetic order. (See rules la, 4, 5, 
6, 7, 14, 15, 16, 17.) 

Rules for indexing and filing. There must be rules to govern uni¬ 
form procedure and treatment of titles and when such rules have been 
established, they should be followed consistently. The following rules 
will be found to meet the needs of the average file and, in doing the 
practice work, instructions for which are given in this book, they 
should be followed without variation. However, in an office, rules 
must be varied at times to meet individual business conditions. When 
such variations have been found necessary, they should also be followed 
consistently. 

Some of the following rules apply to the indexing of titles and some 
of them are for determining what constitutes the units of the various 
titles. 

1. Transpose names of individuals, considering surname first, then 
given name or first initial, and middle name or middle initial, if any. 


Name 

John J. Brown 
H. Albert Jones 


Indexed 
Brown, John J. 
Jones, H. Albert 


la. Individual name prefixes, such as De, de, d’, du, von, Le, L’, 
M’, Me, Mac, O’, are considered as parts of the surnames and not 
separately. 


339 


340 


APPLIED OFFICE PRACTICE 


Correct Filing Arrangement 


DeDuniak, Andrew 
DeGaugn, Charles 
Degaw, Edwin 
D’Olier, Francois 

2. Names of firms, corporations, 
written, except where they embody 
Rule No. 3.) 

Name 

Church of the Epiphany % 

D E K Co. 

Harris, Forbes & Co. 

II Progresso Italo 
La France Novelty Co., Inc. 

Lamson & Hubbard Co. 


Leek, William 
Leeman, Howard 
L’ Engle, Joseph 

and institutions are indexed as 
full names of individuals. (See 

Indexed 

Church of the Epiphany 
D E K Co. 

Harris, Forbes & Co. 

II Progresso Italo 
La France Novelty Co., Inc. 
Lamson & Hubbard Co. 


3. When full name of an individual is embodied in firm name, trans¬ 
pose name of individual, considering surname first, then given name or 
first initial, and middle name or middle initial, if any, then the rest of 
title. (See Rule No. 1.) Cross index when necessary. 


Name 

Marshall Field & Co. 

Ben Franklin Steamship Co. 
Washington Irving High School 
Henry E. Kane & Co. 


Indexed 

Field, Marshall & Co. 

Franklin, Ben, Steamship Co. 
Irving, Washington, High School 
Kane, Henry E. & Co. 


4. Hyphenated surnames of individuals are treated as one word. 

Name First Unit Second Unit 

Blanche Duff-Gordon Duff-Gordon Blanche 

Cecil Spring-Rice Spring-Rice Cecil 

5. Hyphenated firm names are treated as separate words. 

Name First Unit Second Unit 

Air-O-Pad Co. Air O 

Scripps-Booth Co. Scripps Booth 

Correct Filing Arrangement 

Air Automobile Agency Scripps, B. A. 

Air-O-Pad Company Scripps-Booth Co. 

Air Silk Mills Scripps Motor Co. 




INDEXING AND FILING RULES 341 

6. Titles which may be spelled either as one word or two words are 
treated as one word. (See also Rules Nos. 5 and 7.) Cross reference 
when necessary. 

Correct Filing Arrangement 
Automotive Sales Company 
Auto Piano Company 
Interstate Drug Company 
Inter State Manufacturing Company 
Northeast Coal Company 
North East Harbor Dredging Company 
South Eastern Manufacturing Company 
Southeastern Milling Company 
South Eastern Rubber Company 


7. Compound geographic and location names are filed as separate 
words, except when first part of name is not an English word. (See 
also exception in Automatic Filing.) 


Correct Filing Arrangement 
New Jersey Deering 

New London De Kalb 

Newburg Delaware 

Newton Demorest 


8. When article “The” is included as part of title, it is placed in 
parentheses ( ); if initial word, placed at end. In both cases, it is dis¬ 
regarded in filing. 

N ame Indexed 

Hart The Florist Hart (The) Florist 

The Castle Hat Co. Castle Hat Co. (The) 

Exception: In foreign corporation names the article is indexed as 
written. (See Exception B under Rule No. 13 and Rule No. 2.) 

9. Names of foreign governments are indexed and filed under name 
of country, subdivided by department or bureau. 

N ame Indexed 

Dominion of Canada Canada, Agriculture 

Department of Agriculture (Dept, of) 

Republic of France France, Seine 

Department of the Seine (Dept, of the) 


Names of federal departments are indexed and filed under “United 
States Government” and subdivided by name of departments. 


342 


APPLIED OFFICE PRACTICE 


Name 

U. S. Dept, of Agriculture 

U. S. Collector of Internal Rev¬ 
enue 


Indexed 

U. S. Government Agriculture 
(Dept, of) 

U. S. Government Treasury (Dept.) 
Collector of Internal Revenue 


Names of states, counties, cities, towns, etc., are indexed and filed 
by name of location, subdivided by departments. 


Name 

State of New York 
Commonwealth of Pennsylvania 
Probate Court Norfolk County 
Town of Berwick 
City of Boston 
Borough of Manhattan 


Indexed 
New York, State of 
Pennsylvania, Commonwealth of 
Norfolk County Probate Court 
Berwick, Town of 
Boston, City of 
Manhattan, Borough of 


9 a. Phrases such as “Dept, of,” “Bureau of,” “Board of,” “Com¬ 
mission of,” etc., when applied to Federal, State and Municipal Govern¬ 


ment, are placed in parentheses ( 
disregarded. 

Name 

New York Board of Aldermen, 
New York City 

Commission for the Blind, New 
York State 

Department of Education, New 
York State 

U. S. Department of Justice 


after the word they modify, and 
Indexed 

New York, City of, Aldermen 
(Board of) 

New York, State of, Blind (Comm, 
for the) 

New York, State of, Education 
(Dept, of) 

United States Government, Justice 
(Department of) 


When such phrases form a part of a corporate title, follow rule for 
indexing corporate names (see Rule No. 2). 


Name 

Board of Missionary Preparation 
Bureau of Envelope Manufac¬ 
turers of America 
Bureau of Social Hygiene 


Indexed 

Board of Missionary Preparation 
Bureau of Envelope Manufacturers 
of America 

Bureau of Social Hygiene 


10. “Ltd.,” “Inc.,” “Co.,” “Son,” “Bros.,” “Mfg.” and “Corp.” 
are considered both in indexing and in filing, and are treated as though 
spelled out in full. 

Correct Filing Arrangement 
Henderson, Lanning & Company Loft, Geo. L. 

Henderson, Ltd. Loft, Inc. 

Henderson Locke Corp. Loft, John J. 


INDEXING AND FILING RULES 343 


11. “And,” “of,” “for,” 
omitted in writing titles. 


etc., are disregarded in filing but not 


Name First Unit 

Pusey & Jones Pusey 

Committee of Seventy Committee 

Home for Blind Home 

House of the Good Shepherd House 


Second Unit 
Jones 
Seventy 
Blind 
Good 


12. Abbreviated designations ( e.g ., “Jr.,” “2nd,” “Sr.,” etc.), 
appearing as part of name are inclosed in parentheses ( ) after given 
name or initials and disregarded in indexing and filing. 


Name 

James G. Blaine, Jr. 
Henry Hale, Sr. 


Indexed 

Blaine, James G. (Jr.) 
Hale, Henry (Sr.) 


13. Titles or degrees of individuals, whether preceding or following 
the name, are not considered, and are placed in parentheses ( ) after 
given name or initials. 


Name 

Dr. John Brown 
Capt. William Clarke 
Horace Cook, LL.D. 

Mrs. A. R. Crawford 
Mayor John Marshall 
Prof. W. N. Rice 
William Walton, Treasurer 


Indexed 

Brown, John (Dr.) 

Clarke, William (Capt.) 

Cook, Horace (LL.D.) 

Crawford, A. R. (Mrs.) 

Marshall, John (Mayor) 

Rice, W. N. (Prof.) 

Walton, William (Treas.) 

names, where only title 
Cross reference when 


Exception A. Foreign titles and individual 
and one name appear, are treated as written, 
necessary. 


Name 

Madame Lucile 
Prince William 
Princess Alicia 


Indexed 

Madame Lucile 
Prince William 
Princess Alicia 


Exception B. When a title or foreign article is the initial word of a 
firm or association name, it is indexed as written. (See also Rules 
Nos. la and 2.) 


Name 

Madame Blanc, Hats 
II Progresso Italo 
La France Novelty Co., Inc. 
La Primodora Cigar Co. 


Indexed 

Madame Blanc, Hats 
II Progresso Italo 
La France Novelty Co., Inc. 
La Primodora Cigar Co. 


344 


APPLIED OFFICE PRACTICE 


14. Names of titles beginning with numerals are filed as though the 
numerals were spelled in full. The numeral is treated as one word in 
indexing and filing. 


Name 

First Unit 

Second Unit 

5th Avenue Hotel 

Fifth 

Avenue 

48th Street Theatre 

Forty-Eighth 

Street 

42 Broadway Building 

Forty-Two 

Broadway 

14th Street Store 

Fourteenth 

Street 

3rd Avenue Railway 

Third 

Avenue 


Nineteen ) 


1926 Broadway Building 

Hundred f 

Broadway 


Twenty-six J 



15. Abbreviations are indexed and filed as though spelled in full. 


Name 

Wm. Foster, Inc. 

Jos. St. Clair Co. 

R. R. Bldg. & Loan Assn. 


Indexed 

Foster, William, Incorporated 
Saint Clair, Joseph, Company 
Railroad Building & Loan Association 


16. Apostrophe s (’s) indicating possessive case is not considered 
in indexing and filing. 

Correct Filing Arrangement 
Brentano, A. R. 

Brentano’s Book Shop 
Brentano, Charles 


17. S apostrophe (s’) indicating possessive case is considered in 
indexing and filing. 

Correct Filing Arrangement 
Girl Scouts 
Girley, John 
Girlow, William 
Girls’ Friendly Society 
Girls’ Home 
Girlum, Howard 

18. Addresses containing the name of the building as well as the 
street and number are indexed and filed by the street and number. 


Name 

Standard Oil Co. 

Equitable Building 
120 Broadway 
New York, N.Y. 


Indexed 

Standard Oil Co. 

120 Broadway 
New York, N.Y. 


INDEXING AND FILING RULES 345 

19. Street addresses embodying more than one number are indexed 
and filed by the lowest number. 

Name Indexed 

Harrison & Treflew Harrison & Treflew 

910-12 Martin St. 910 Martin Street 

20. The legal name of a married woman is the one considered in 
filing, and the husband’s name is cross referenced, if known. 

N ame Indexed 

Mrs. Mary A. Brown Brown, Mary A. (Mrs.) 

(Mrs. John A.) 

Cross Reference 
Brown, John A. (Mrs.) 

See — Brown, Mary A. (Mrs.) 

21. Receiverships, Guardianships, Trusteeships, etc., are indexed 
and filed under namefe of individuals or organizations for whom they 
act, and permanent cross reference is made for the name of receiver, 
guardian, etc. 

Name Indexed 

C. D. Thompson Receiver for Carnegie Foundry Company 
Carnegie Foundry Company 

Cross Reference 

Thompson, C. D. (Receiver) Car¬ 
negie Foundry Company 

22. Names of firms doing business under two titles are indexed and 
filed under the more active or important name and a permanent cross 
reference is made under the other name. This would include: 

a. Change of name due to successorship. 

Name Indexed 

Turnbull & Evans Turnbull & Evans 

Successors to Borden & Turnbull 

Cross Reference 
Borden & Turnbull 
Succeeded by Turnbull & Evans 

b. Proprietors’ and Trade Names. 

Name Indexed 

William Farley, Prop. A. & J. Garage A. & J. Garage 

Cross Reference 

Farley, William, (Prop.) A. & J. Garage 


346 


APPLIED OFFICE PRACTICE 


23. Arrange all material in A-Z sequence of letters to the last letter 
of the word, considering each word separately. 

Correct Filing Arrangement 


Carr 

Amer, Walter J. 

Carson 

Amerest Baking Co. 

Carteret 

American Can Co. 

Carters 

American Car Co. 

Cartersville 

Americana Art Co. 

Cartwright 

Amerman, A. 

Carty 

Ames, E. C. 


24. Surnames or single titles when used alone precede the same 
surnames having initials or given names. 

Correct Filing Arrangement 
Kurzman 
Kurzman, A. 

Kurzman, Albert H. 

25. An initial precedes a name beginning with that initial. 

Correct Filing Arrangement 
J. W. B. Co. Jones, Harry 

Jones, H. W. Jones, Henry H. 

Jones, H. Wilson Jones, Henry Howard 

26. The dictionary arrangement of “Mac” and “Me” is a simple, 
logical method of filing. 

Correct Filing Arrangement 
Maar McAneny 

Mabb McWilliams 

MacBride Mellon 

Madden Merrill 

27. When one name appears with different addresses, arrange 
alphabetically according to town or city, considering state only when 
there is duplication of town or city names. 

Correct Filing Arrangement 
Western Foundry Co., Birmingham, Ala. 

Western Foundry Co., Connellsville, Pa. 

Western Foundry Co., Newark, N.J. 

Western Foundry Co., Newark, Ohio 

28. When writing names of local correspondents, do not use word 
“City” as part of address. Write name of city in full. 


INDEXING AND FILING RULES 


347 


Nome Indexed 

National City Co. National City Co. 

Gity New York, N.Y. 


W. K. Emerson 
City 


Emerson, W. K. 
Boston, Mass. 


29. In filing bank names — for example, First National, Second 
National, etc., — it is better to arrange first by city, then by name of 
bank, with state at end of title in parentheses. This arrangement will 
relieve congestion and it is more logical to search for bank correspond¬ 
ence by location than by name. When name of city is embodied in 
name of bank at the beginning, do not repeat. 


Name 

First National Bank of Boston 

Citizens National Bank of Balti¬ 
more 

New York Trust Co. 


Indexed 

Boston: First National Bank of 
(Mass.) 

Baltimore: Citizens National Bank 
of (Md.) 

New York Trust Company (N. Y.) 


30. All correspondence to, from, or about, a name or subject (includ¬ 
ing branch office and inter-departmental correspondence) is filed under 
the name of the individual, firm, or subject. 

31. Correspondence referring to more than one name or subject is 
indexed and filed under the most important name or subject, and 
cross referenced by the other names or subjects. 

32. There are a few special subjects under which correspondence is 
filed regardless of correspondent, without cross reference, such as: — 

Applications 
Stockholders, etc. 

Name Indexed 

Thomas Wilson — applies for position Applications 
as chauffeur Chauffeurs 


33. If subject method is not used, branch office, inter-office, inter¬ 
departmental or intra-departmental correspondence is indexed and filed 
as follows: original letters under the name of department or official 
title of the correspondent, file copies under the name of department 
or official title of person addressed. 

Example 

Department “A” writes to Department “B” 

Original letter is filed in Department “B” by department or title of “A” 
File copy is filed in Department “A” by department or title of “B” 


348 


APPLIED OFFICE PRACTICE 


Practice in Indexing and Application of Filing Rules 

Procedure. Index and rewrite the following names on a sheet of 
paper in strict alphabetic order and state the number of rule or rules 
covering each case. Be sure to give all rules. In some cases there 
may be as many as five or six rules. 


Name No. 

1. John A. Curtis 

2. Perth Amboy Box Co. 

3. House of the Good Samaritan 

4. Price The Presser 

5. Library Bureau, Ltd. 

6. Lee, Higginson & Co. 

7. Wm. J. O’Connell 

8. R. C. Storey, Jr. 

9. John DeSaulles 

10. Interstate Drug Co. 

11. Jones, Alfred 

12. First National Bank of Clinton 

13. F. G. Taylor & Co. 

14. Dr. J. M. Gile 

15. 23rd Street Automobile Ass’n 

16. Henry L. Pierce School 

17. North East Service Station 

18. Mrs. J. J. Bradby 


Name No. 

19. John W. Mills-Price 

20. J. M. Carpenter, City 

21. Brown-Ferrier Co. 

22. Ministry of Militia, Dominion of 

Canada 

23. Prince of Wales 

24. James W. McDonald 

25. David Macandrew 

26. Daniel Me Andrews 

27. United States Marshal, Dept, of 

Justice, Boston 

28. Lamson Hardware Co., 170-172 

Main Street, New York, N.Y. 

29. Am. Tel. & Tel. Co., New York 

City 

30. Am. Tel. & Tel. Co., Boston, 

Mass. 

31. Am. Tel. & Tel. Co., Chicago, Ill. 


APPENDIX III 


Glossary of Business Terms 

Affidavit. This is a statement in writing signed by the person making 
it and sworn to by him before an officer authorized to take oaths. 

Assets. The entire property of an individual, business house, or 
association, is called its assets. 

Attorney (Power of). An authorization by law by which one person 
may appoint another to act for him in a business or private capacity is 
called “ giving the power of attorney.” 

Balance. In bookkeeping and accounts, the balance is the difference 
required to make equal the two sides of an account — the amount 
which has been received (debits) and the amount which has been ex¬ 
pended (credits). 

A Trial Balance is secured by comparing all the credit balances for 
a given time and all the debit balances for the same time, to find out 
whether the totals are equal. 

The Balance Sheet is a statement showing the assets, liabilities, and 
proprietorship of any concern or of any business at a stated time. 

Bill. In general, a bill is a statement of an account or of money due, 
usually for services. 

Bill of Exchange. This is a written order or request from one person 
to another for the payment of money to a third, the amount to be 
charged to the drawer of the bill. 

Bill of Lading. This applies to a freight shipment. It is a written 
acknowledgment, issued by a carrier, to the shipper, of the receipt of 
merchandise for transportation. 

There are two kinds: 

A straight bill of lading demands that goods shipped must be delivered 
to the person or firm to whom they were originally consigned. 

An order bill of lading permits the consignee to transfer ownership 
by indorsement. This form is required in C.O.D. shipments. 

Bill of Sale. This is a formal document by which the transfer of 
title to personal property is established. 

Bond. A bond is an interest-bearing obligation in writing under 
seal, in which an individual, corporation, municipality, or government 
binds itself to pay a certain sum of money at a specified time. 

349 


350 


APPLIED OFFICE PRACTICE 


Bonds, according to the type of business issuing them, are listed as: 
Municipal bonds 
Railroad bonds 
Industrial bonds 
Real Estate bonds 
Corporation bonds 
Public Utility bonds 

Government bonds — United States and Foreign 

Capital. Capital is money invested in a business by an individual, 
firm, or company. 

Carrier (Common). Express companies, steamship and railroad 
companies, any means of transportation, or any one who, for hire, 
undertakes to carry goods or people from one place to another may be 
designated as “common carriers.” 

Clearing House. An association of banks and trust companies 
where daily settlements are made through an exchange of checks, 
drafts, notes, etc. 

Collateral. This is money or property deposited with any bank or 
individual as security additional to personal obligation for repayment 
of money borrowed. 

Commercial Paper. Negotiable paper given in due course of busi¬ 
ness, including bills of exchange, drafts, promissory notes, and checks. 

Consignee. The consignee is the person to whom merchandisers 
sent. 

Consignor. A consignor is a person who turns over merchandise to 
a carrier for transportation. 

Contract. A contract is a formal agreement, written or verbal, 
between two or more competent persons to do or not to do some par¬ 
ticular thing within a certain definite time for mutual benefit. 

Credit. This is the term* which applies to the lending of capital by 
one individual to another. The lender is spoken of as “giving” credit, 
the borrower as “receiving” it. 

Creditor. This is the person to whom a debt is due. 

Currency. Currency is a term applied to coin and other recognized 
means of making payments which circulate in a country. 

Deed. A deed is a written instrument by means of which title to 
real estate is conveyed from the seller to the purchaser. 

Discount. Trade discount is the reduction made from the list price 
or from an account or debt in consideration of payment within a certain 
time. 

Bank discount is the deduction made in advance by a bank on any 
amount of money borrowed, or on a note which is discounted. 


GLOSSARY OF BUSINESS TERMS 351 

Entry. An entry is the record of money or value received, or of 
money or value expended. 

Express. Express is a method by which goods may be transported 
rapidly from one place to another. 

Extension. Extension is the total of any one item carried over to 
the dollars and cents column. 

Freight. This is a method of transporting merchandise. It is con¬ 
siderably slower than express but for packages of one hundred pounds 
or over, it is much cheaper. 

Funds. This is a general term used to indicate the money or avail¬ 
able securities of a person or a firm. 

Insurance. Insurance is a contract of indemnity against loss from 
certain causes such as death, accident, fire, theft, or burglary. 

Inventory. This is a detailed, itemized account, catalog, or schedule 
of private effects or goods. 

Invoice. An invoice is an itemized statement including quantity, 
description, prices and charges of merchandise, sold or shipped. In 
other words, it is a detailed or itemized bill. See definition of “bill** 
above. 

Journal. The Journal is a book in which appears a chronological 
and systematic summary of all transactions, and, in addition, an indi¬ 
cation of the accounts to be debited and credited. It includes the his¬ 
tory of the transaction and the amounts. It is also called a book of 
original entry. 

Lease. The letting of offices, houses, buildings, or land for a term 
of years for rent, or other income is called granting a lease. 

Ledger. This is a book in which summaries of all the transactions 
of the business are grouped in appropriate accounts. 

Liabilities. This is a term used to denote the whole amount of debt 
of any individual or Corporation. 

Loan, Bank. Money lent by a bank upon the note of the borrower, 
indorsed by someone of known financial ability, or upon stocks, bonds, 
or other collateral deposited as security. 

These loans are of two kinds: 

Time loans which are made for a definite period. Call or demand 
loans which have no definite' maturity and may terminate at any 
time. 

Manifest. A manifest is a schedule or list of the passengers or cargo 
on a ship, or any identification list. 

Mortgage. A mortgage is the transfer of title to personal property 
or real estate as security for payment of a debt, with a limiting clause 
providing for the return of the property to the original owner if pay¬ 
ment is made. 


352 


APPLIED OFFICE PRACTICE 


Negotiable. Transferable by assignment, indorsement, or delivery. 

Non-negotiable. A term used to describe property that cannot be 
transferred from one person to another; i.e., a personal bank book. 

Notary Public. A Notary Public is a public officer appointed by 
law, authorized to administer oaths, acknowledge deeds, protest notes, 
and prove the validity of certain documents. 

Note. A note (promissory) is a written promise to pay for value 
received a stated sum of money at a definite or a determinable time to 
a definite person. 

A negotiable note is one made payable to the bearer or to his 
order. 

A non-negotiable note is one made payable to the person to whom 
payment is promised and to that person only. 

A time note is one in which the time of payment is specified. 

A demand note is one in which no time is specified. 

A joint and several note is a note signed by two or more people, each 
of whom is liable for the full amount. 

A joint note is one signed by two or more people in which each is 
responsible for a specified share. 

A non-interest bearing note is one which omits the words “with 
interest.” Interest can be collected only for the time which the note 
runs after maturity. 

A collateral note contains a guarantee that the maker has deposited 
with the payee certain collateral securities and has given certain rights 
in regard to those securities to the payee. 

Order. An order is a written instrument drawn Ly one person and 
addressed to another, directing the payment of money, the rendering of 
service, or the delivery of something to the bearer of the writing. 

Paper Money Value. The value of paper money depends upon the 
security and credit of the country which issues this money. 

Pay Roll. The pay roll is a periodical report of a firm’s indebtedness 
to its employes, compiled from the records showing the amount of 
work done, and the salaries to be paid. 

Policy. This is a written contract for the insurance of life or property. 

Policy, Face of. The amount for which the company insures a 
person or his property is called the face of the policy. 

Premium. This is the amount paid periodically for the privilege of 
insurance. 

Receipt. This is a written acknowledgment of the payment of 
money or of the delivery of personal property to the signer. 

Route. Routing is the plan made for the transportation from one 
place to another of persons or freight. The route is the chart mapped 
out. 


GLOSSARY OF BUSINESS TERMS 353 

Shipment. Shipment is the transfer of goods by freight, by express, 
or by mail, from one place to another. 

Stub. Specifically, a stub in a check book, a receipt book, or the 
like, is one of the inner ends upon which a memorandum of the number, 
date, amount, etc., is entered. This is left in the binding when the 
check or receipt is detached. 

Tariff. Primarily, tariff is the lawful rate of duty on imports and 
exports; also a list issued by the Customs, enumerating all the articles 
upon which duty is levied, showing the rates charged, and stating the 
articles prohibited and exempt. In a general sense, it is a table of 
fixed charges. 

Tracers and Claims. In case goods are delayed, damaged or lost, 
the traffic department sends out tracers, or presents claims for damages. 

Voucher. Any document or writing in proof of the payment or 
receipt of money is called a “voucher.” 

Waybill. A waybill is a document containing a description and 
shipping directions of goods sent by railroad. 


APPENDIX IV 


Business Terms Commonly Abbreviated 


A1. first class 

acct., a/c .. . account 

A.D . (anno Domini) in the 

year of our Lord 
ad., advt. ... advertisement 
ad val., A/V. {ad valorem) accord¬ 


ing to value 

admr. administrator 

admx. administratrix 

Agt. agent 

a.m., A.M. . {ante meridiem ) be¬ 
fore noon 

amt. amount 

anon. anonymous 

Ans., ans. or A. answer 

ar., arr. arrive (time-table) 

Assn. Association 

Asst. Assistant 

@. at 

Atty. Attorney 

Aug. August 

av. average 

Ave., Av. Avenue 

avoir. avoirdupois 

bal. balance 

bbl., brl. barrel 

bdl. . bundle 

B/F, Brot. 

Fwd. brought forward 

Bk., bk.bank, book 

bkt. basket 

B/E,b.e.,B.E. bill of exchange 

B/L, B. L.. . bill of lading 

bldg. building 


B.O., b.o. . . . buyer’s option, 
branch office 

bot. bought 

B. Pay., B/P bills payable 

B. Rec., B/R bills receivable 

B/S, b.s. bill of sale 

Bro., Bros.. . brother, brothers 
bu.,bus.,bush, bushel, bushels 
Bus. Mgr.. . . Business Manager 
bx., bxs. box, boxes 

c.. . . One hundred (Latin, 

centum) or carat 

cm.centimeter 

c., or cts.. cent, cents 

cap. capital 

Capt. Captain 

cash. cashier 

Cat., cat.,. . . catalog 

C. B. cash book 

cert., certif... certificate 

C/F. Carried Forward 

C.I.F.,c.i.f.. . cost, insurance, and 
freight 

coml., com’l. commercial 

Co. Company, County 

c/o. care of 

C.O.D., c.o.d. cash (or collect) on 
delivery 

Coll., coll.. . . collector or collec¬ 
tion 

Com., Comm, committee, com¬ 
mission 

Cor. Sec. Corresponding Sec¬ 

retary 


354 


































BUSINESS TERMS COMMONLY ABBREVIATED 355 


Corp. 

Corporation 

C.P.A. 

Certified Public Ac¬ 
countant 

Cr.,cr. 

credit, creditor 

c.w.o. 

cash with order 

cwt. 

hundredweight 

d. 

pence 

Dec. 

December 

deft., def,... 

defendant 

dft. 

draft 

deg-, (°). 

degree, degrees 

Dept., dept.. 

department 

diam. 

diameter 

disc. 

discount 

Dist., dist.. . . 

district 

div. 

dividend, division 

do., (“). 

the same, ditto 

dol., ($). 

dollar, dollars 

doz. 

dozen 

Dr., dr. 

debit, debtor 

ds. 

days 

E. 

east, eastern 

ea. 

each 

E. & 0. 3, . . 

errors and omis¬ 
sions excepted 

ed. 

editor, edition, edit 

e.g. 

for example (i ex¬ 
empli gratia ) 

et al. (et alii) 

and others 

etc.(etcetera) and so forth 
ex., exch., 

Exch. 

exchange 

Exec., exr.. . 

executor 

Execx., exrx. 

executrix 

Exp., exp.. . . 

expense, export, ex¬ 
press 


free alongside ship 

fr., frs. 

franc, francs (French 
money) 

f., fo., fol.... 

folio 


F., Fahr. Fahrenheit 

Feb. February 

ff. following 

fig. figure (cut) 

Fin. Sec. Financial Secretary 

f.o.b., F.O.B. free on board 

frt. freight 

ft. feet 


ford., Fwd.. . forward 

g- g f *> gr. gro. great gross or 144 
dozen 

gal., gals.... gallon, gallons 

G. P.O. General Post Office 

gr., gro. gross 

hhfi-. hogshead, hogs¬ 

heads 

Hon. Honorable 

H. P., h.p.. . . horse power 

hr., hrs. hour, hours 

hund., C. hundred 

i-e. that is (id est ) 

in. inch 

Inc. Income, incorpo¬ 

rated, inclosure 

Ins., ins. insurance 

inst. present month, in¬ 

stant 

int. interest 

in trans. on the way (in 

transitu ) 

inv. invoice 

invt., invty... inventory 

I. O.U. I owe you 

Jan. January 

Jour., jour., journal 

J. P. Justice of the Peace 

Jr. Junior 

Jet., June... Junction (railroad) 












































356 


APPLIED OFFICE PRACTICE 


k. carat (weight) 

K. D., k.d... . knocked down (ma¬ 

chinery and fur¬ 
niture) 

kg., kilo. kilogram, kilo¬ 

grams, kilometers 

lb. pound 

Ledg., ledg.. ledger 

L. C.L., l.c.1.. less than car load 

L/C. letter of credit 

L.F., l.f. ledger folio 

LL.D. Doctor of Laws 

L. S. place of the seal 

(locus sigilli) 

£.s.d. pounds, shillings, 

pence (English 
money) 

Ltd. Limited (after firm 

name) 

M. Monsieur, thou¬ 

sand, noon 

m. meter, mark ( Ger¬ 

man money ) 

M. C. Member of Con¬ 

gress 

M. D. Doctor of Medicine 

mdse. merchandise 

mem., memo, memorandum 

Messrs. Messieurs 

mfg. manufacturing 

mfr. manufacturer 

mfrs. manufactures 

Mgr. Manager 

min. minute, minimum 

misc. miscellaneous 

Mile. Mademoiselle (Miss) 

Mme. Madame 

mo., mos.. . . month, months 

M.O. Money Order 

MS., MSS... manuscript, man¬ 
uscripts 


N. north, northern 

Natl., natl... national 

N.B. Note well ( nota 

bene) 

N. E. northeast, north¬ 

eastern 

N. W. northwest, north¬ 

western 

N. G., n. g.. . No good 
No., no.. number 

N. P . Notary Public 

Oct. October 

O. K. all correct 

oz. ounce 

P-, PP. page, pages 

payt. payment 

pc., pcs. piece, pieces 

pd. paid 


per. by, by the 


. 

per an. 

per annum, by the 
year 

percent., p.c., 

, by the hundred 

(%) 

(per centum) 

pf., pfd., pref. preferred 

pk., pks. 

peck, pecks 

pkg., pkgs.. . 

package, packages 

p.m., P.M.. . 

afternoon (post me¬ 
ridiem) 

P. M . 

Postmaster 

P. M. 0 . 

Postal Money Order 

P. 0 . 

Post Office 

P. P . 

Parcel Post 

P r . 

pair 

Pres. 

President 

pro tern . 

for the time being 
(pro tempore) 

prox. 

next month (prox¬ 
imo) 

P. S. 

Postscript ( post - 
scriptum) 
















































BUSINESS TERMS COMMONLY ABBREVIATED 357 


pt. 

. pint, part 

T. 

. ton 

Pub.. 

. publishing, pub- 

tel., teleg.. . 

. telephone, telegram, 


lisher 


telegraph 



tonn. 

. tonnage 

qr. 

. quire, quarter 

Treas. 

. Treasurer 

qt. 

. quart 

tp., Twp.. 

. township 

rd. 

. rod 

ult. 

last month {ultimo) 

R.F.D. 

. Rural Free Delivery 

U.S.M. 

United States Mail 

re. 

. in regard to 



reed., rec’d. 

. received 

via. 

by way of 

rect., rec’t. . 

. receipt 

V. V., v. v., 


Rec. Sec_ 

. Recording Secre- 

vice versa. 

the reverse 


tary 

V. P. 

Vice President 

ref. 

. reference, referee 

viz. 

namely, to wit {vi- 

retd. 

. returned 


delicet ) 

rm. 

. ream 

Vol., vol. . . . 

volume 

R.R. 

. Railroad 

vs., v. 

against ( versus ) 

Ry. 

. Railway 





W. 

west, western 

S. 

. south, southern 

W/B, W.B.. . 

waybill 

s. 

. shilling 

whf. 

wharf 

S/D. 

. sight draft 

wk. 

week 

schr. 

. schooner 

wt. 

weight 

Sec., Secy.. 

. Secretary 



Sen.. 

. Senator 

X . 

express 

shipt. 

. shipment 

XX . 

good quality 

S.O., s.o. . . 

. seller’s option 

XXX 

very good quality 

Sq., sq. 

. square 

xxxx . 

best quality 

Sr. 

. Senior 



S.S., s.s. 

. Steamship 

yd. 

yard 

St. 

. Street, Saint 

yr. 

year 

str. 

steamer 



Supt. 

Superintendent 















































APPENDIX V 


Abbreviations of States and Territories 


Abbreviations officially adopted by the U. S. Post Office Dept. 


State 

Abbr. 

State 

Abbr. 

Alabama. 

Ala. 

Montana. 

. . Mont. 

Alaska. 

Alaska 

Nebraska. 

Nebr. 

Arizona. 

Ariz. 

Nevada. 

. . Nev. 

Arkansas. 

Ark. 

New Hampshire... 

. . N.H. 

California. 

Calif. 

New Jersey. 

. . N.J. 

Canal Zone. 

C. Z. 

New Mexico. 

N.Mex. 

Colorado. 

Colo. 

New York. 

, . N.Y. 

Connecticut. 

Conn. 

North Carolina. 

. N.C. 

Delaware. 

Del. 

North Dakota. 

. N.Dak. 

District of Columbia 

D.C. 

Ohio. 

. Ohio 

Florida. 

Fla. 

Oklahoma. 

. Okla. 

Georgia. 

Ga. 

Oregon. 

Oreg. 

Idaho. 

Idaho 

Pennsylvania. 

. Pa. 

Illinois. 

Ill. 

Rhode Island. 

. R.I. 

Indiana. 

Ind. 

South Carolina. 

. S.C. 

Iowa. 

Iowa 

South Dakota. 

. S. Dak. 

Kansas. 

Kans. 

Tennessee. 

Tenn. 

Kentucky. 

Ky. 

Texas. 

Tex. 

Louisiana. 

La. 

Utah. 

. Utah 

Maine. 

Maine 

Vermont. 

. Yt. 

Maryland. 

Md. 

Virginia. 

. Va. 

Massachusetts. 

Mass. 

Washington. 

. Wash. 

Michigan. 

Mich. 

West Virginia. 

. W.Va. 

Minnesota. 

Minn. 

Wisconsin. 

. Wis. 

Mississippi. 

Missouri. 

Miss. 

Mo. 

Wyoming. 

. Wyo. 


358 




















































APPENDIX VI 


Firms Which Can Supply Helpful Material 


Addressograph Company, 

329 Fifth Ave., New York. 
Allsteel Scale Co., Inc., 

25 West Broadway., New York. 
Amberg File & Index Co., 

79 Duane St., New York. 
American Institute of Banking, 
The, 

110 East 42nd St., New York. 
American Multigraph Sales Co., 

17 Park Place, New York. 
American Telephone & Telegraph 

Co., 

195 Broadway, New York. 
Armour & Company, 

120 Broadway, New York. 

Beck Duplicator Company, 

18 W. 18th St., New York. 
Beech-Nut Packing Co., 

217 W. 19th St., New York. 
Bircher Co., The, 

387 Broadway, New York. 

Burroughs Adding Machine Co., 
1 Park Ave., New York. 
Chevrolet Motor Co., 

Broadway at 62nd St., 

New York. 

Compagnie Generale Transatlan- 
tique, 

19 State St., New York. 

Cunard Steamship Co., Ltd., 

25 Broadway, New York. 


Manufacturers of Addressograph 
Catalogs and circulars 
Manufacturers of scales 
Advertising matter 
Filing cabinets and supplies 
Catalogs 

Educational material on banking 
adapted to school needs 

Manufacturers of multigraphs 
Advertising material 
Telephone and telegraph 

Booklets descriptive of service 

Packing business 
Charts 

Gelatin Duplicators 
Advertising matter 
Food supply 

Posters and booklets 
Letter sealing and opening ma¬ 
chines 

Catalogs and circulars 
Adding machines 

Catalogs and advertising matter 
Automobiles 

Circulars and advertising matter 
Steamship Line 

Booklets and diagrams of 
steamers 
Steamship Line 

Booklets, posters, and diagrams 
of steamers 


359 


360 


APPLIED OFFICE PRACTICE 


Dick, A. B. Co., 

395 Broadway, New York. 
Dictaphone Sales Corp., 

420 Lexington Ave., New York. 
Dictograph Products Corp., 

220 West 42nd St., New York. 
Ditto, Incorporated, 

Harrison & Oakley Blvd., 
Chicago, Ill. 

Ediphone, The, 

261 5th Ave., New York. 

Elliott Addressing Machine Co., 
117 Leonard St., New York. 
Elliott-Fisher Co., 

342 Madison Ave., New York. 
Federal Reserve Bank of 
New York, 

33 Liberty St., New York. 

Felt & Tarrant Mfg. Co., 

299 Broadway, New York. 

Ford Motor Co., 

1710 Broadway, New York. 
Hooven Automatic Typewriter 
Corp., 

Hamilton, Ohio. 

International Business Machines 
Corp., 

270 Broadway, New York. 
International Mercantile Marine 
Co., 

1 Broadway, New York. 

Macy, R. H., & Co., 

Broadway & 34th St., 

New York. 

Metropolitan Life Ins. Co., 

1 Madison Ave., New York. 
New York Telephone Co., 

140 West St., New York. 

Office Appliance Co., The, 

417 Dearborn St., 

Chicago, Ill. 


Mimeographs 

Catalogs and circulars 
Dictaphones 

Advertising matter 
Dictographs 
Circulars 

Duplicating machines 
Advertising matter 

Dictating machines 
Booklets 

Addressing machines 
Advertising matter 
Billing machines 

Catalogs and printed forms 
Banking 

Personnel Dept. Directions to 
Employes 
Comptometers 
Pamphlets 
Automobiles 

Price lists and catalogs 
Automatic typewriters 
Catalogs 

Business machines 
Catalogs 

Steamship Line 

Booklets and diagrams of 
steamers 

Department Store 

Personnel Dept. Literature and 
Directions to Employes 
Insurance 

Booklets and advertising matter 
Telephone Service 

Booklets of information and 
instruction 
Publishers 

Sample of “Office Appliance” 
magazine 


FIRMS WHICH CAN SUPPLY HELPFUL MATERIAL 


361 


Postage Meter Company, Inc., The, 
11 West 42nd St., New York. 

Radiomarine Corporation of 
America, 

66 Broad St., New York. 
Remington Rand Business Service, 
Inc., 

205 E. 42nd St., New York. 
Remington Typewriter Co., 

374 Broadway, New York. 
Roneo Company, 

392 Broadway, New York. 

Todd Company, The, 

217 Broadway, New York. 
Underwood Typewriter Co., Inc., 
63 Vesey St., New York. 
Western Union Telegraph Co., 

195 Broadway, New York. 


Yawman & Erbe Mfg. Co., 
368 Broadway, New York. 


Postage Metering Machines 
Circulars and advertising mat¬ 
ter 

Radiomarine Service 
Rate books and circulars 

Filing Cabinets & Supplies 
Catalogs 

Typewriters 

Booklets and advertising matter 
Copying machines 
Circulars 
Check Protectors 
Advertising matter 
Typewriters 

Booklets and advertising matter 
Telegraph Service 

Rate, code, and instruction 
books, and telegraph and 
cable blanks. 

Filing Cabinets and supplies 
Catalogs 


APPENDIX VII 


Essential Rules In Capitalization And Punctuation 

Capitalize the first word of every sentence. 

Capitalize the words Whereas and Resolved in the statement of 
resolutions. 

Capitalize north, south, east, west when they are used in direct 
reference to specific sections of the country. 

Capitalize common names — street, avenue, square, place when 
used in connection with a proper noun. 

Capitalize the pronoun / and the interjection 0. 

Capitalize all proper nouns — names of persons, places, days of 
the week, months of the year, religious sects, and holidays. 

Capitalize personal and official titles when accompanied by the 
names of the individuals. 

Do not capitalize abbreviations unless they stand for proper nouns 
or adjectives. 

Do not capitalize the names of the seasons. 

Do not capitalize the in titles of newspapers or periodicals. 

Do not capitalize the first word after a colon unless a complete 
sentence follows. 

In titles: Capitalize the first word and all important words, or 
Capitalize only the first word. (This is called the library method.) 


The Period, the Question Mark, the Exclamation 
Point 

The period is used at the close of declarative and imperative 
sentences. 

The period is used after abbreviations. 

The period is used after figures or letters which indicate divisions 
in an outline. 

The question mark is used at the close of an interrogatory sentence. 

The exclamation point is used after interjections and at the close 
of a sentence expressing some strong emotion. 

362 


CAPITALIZATION AND PUNCTUATION 


363 


Both the question mark and the exclamation point are used within 
the sentence to indicate surprise, doubt, or sarcasm. The mark 
is then inclosed in a parenthesis. (?) (!) 

Quotation Marks 

Double quotation marks are used to indicate the direct words of 
a speaker. 

Single quotation marks are used to indicate a quotation within a 
quotation. 

Quotation marks are sometimes used to indicate titles. 

A quotation of several paragraphs should have quotation marks at 
the beginning of each paragraph and at the end of the last para¬ 
graph. 













■ 








' 








' ) 























































. . 























































INDEX 


Al, 123, 135 
ABC, 123, 135, 325 
Abbreviations, 107, 270; of business 
terms, 354-357; of states and terri¬ 
tories, 358 
Accession book, 185 
Account, opening a bank, 19 
Accounting, cost, 232; insurance, 232; 

railroad, 232; stock, 232 
Accounting machines, 209, 227, 229 
Accounts, charge, 221, 222; expense, 
327, 328 

Accounts Receivable Ledger, 228 
Accuracy, 266, 317, 328 
Acme, 135 
Addends, 225 

Adding machines, 208, 225, 226; 

problems for, 247-260 
Address, the, 102, 105; arrangement 
of, 74, 75; “fill-in,” 216; in radio¬ 
grams, 145; plate, 221; registered 
cable, 138; return, 73; reversible 
cable, 138, 139; the inside, 96 
Addresses, code, 144 
Addressing, 72-75, 208, 221-224, 324; 
careless, 72, 73; multigraphed let¬ 
ters, 216 

Addressing machines, 221-224; prob¬ 
lems for, 240, 246, 247 
Addressograph, 224, 324 
Adjustment, 319-321 
Adjustment letters, 90, 103 
Affidavit, 349 
Air mail, 76, 79, 337, 338 
Almanacs, 265, 273, 274; problems 
about, 295-297 
Alphabetizing, 167, 339-345 
American Express Company, the, 11 
American Library Association, the, 
266, 268 (note) 

American Year Book, 272 
And, 106 
Antonyms, 271 
Appointments, 321, 322 
Appropriation distribution, 232 


As 'previously stated, 108 
Assets, 349 

Atlantic and Gulf Coast Stations, 159 
Atlases, 274 
Attorney, power of, 349 
Autographic registers, 237 
Automatic index, 183 
Automatic typewriter, 223-225 

Balance, cash book, 226; check book, 
22,324,325; ledger, 226; trial, 349 
Baltimore and Ohio Railroad, 192 
Bank, 237; commercial, 5, 6; na¬ 
tional, 6; relation of, to business 
man, 16; relation of, to community, 
6; relation of, to you, 6; savings, 
5, 6; school, 5; trust company, 6; 
your relation to, 19-25 
Bank accounts, balancing, 23; pro¬ 
cedure of, 5 
Bank draft, 12 
Bank statements, 5, 22-25 
Banker’s acceptance, a, 14, 15 
Beg to advise, 106 
Being that, 107 
Bentley’s, 123, 135 
Bibliographies, 288, 289, 314; prob¬ 
lems about, 314 
Bill, a, 349 

Bill of exchange, 12, 349 
Bill of lading, 349 
Bill of sale, 349 

Billing machines, 229-231; problems 
for, 247-260 

Bills, 222; mimeographing, 219 
Binder folders, 171, 172 
Bond, 18; coupon, 18; registered, 18 
Bonds, 16, 349, 350 
Bookkeeping, mechanical, 227; forms, 
228. See also Accounting 
Bookkeeping machines. See Ma¬ 
chines 

Books, business, 287; credit-rating, 
265, 280, 281; problems about 
financial, 312; problems for select- 


365 


366 


INDEX 


ing, 314; reference (See Reference 
books) 

Box file, the, 168, 169 
Bradstreet Company, the, 279-281 
Brush, type, 219 

Budgets, 5; business, 27; individual 
and family, 26; problems in mak¬ 
ing, 30 

Buenos Ayres, 124 
Buffalo, 38 

“Bump” Paper Fastener, the, 239 
Burroughs machines, 226, 227, 229 
Business letters. See Letters 
Business terms, abbreviations of, 
354-357 

“Busy” signal. See Telephones 
Buzzers, 237 

CDE messages, 145 
C.O.D., 334, 335 
Cabinets, filing, 170, 222 
Cable, the, 123, 124, 126; general 
questions on the, 148, 149; time 
chart for the, 126, 127 
Cable Rate Book, 123, 158 
Cablegrams, 43, 123, 124, 126, 127, 
133-139; coding of, 152, 325; 
cost of, 133-136; deferred, 133; 
full rate, 133; illustration of, 137; 
night letter, 134; problems in 
cost of, 158, 159; problems in use 
of, 153-155; registered address in, 
138; reversible address in, 138, 
139; week-end, 134 
Cables. See Cablegrams 
Cairo, 124 

Calculating machines, 205, 225, 226; 

problems about, 247-260 
Capital, 350 
Capitalization, 286, 362 
Carbon copies, 237; in billing, 231; 

of telegrams, 129, 132 
Carbon paper, billing machine, 229; 
copying through, 215; duplicating, 
220 

Card feed, 217 
Card index, 185, 186 
Card tickler, 176, 177 
Cards, mailing, 222 
Cards, time, 222 • 

Carrier, common, 350 
Cash book balance, 226 


Cash register, 237 
Cash remittance receipt, 64 
Cataloging, problems about, 314 
Catalogs, book, 287; consolidated, 
277 

Cell-rack, 65 

Central office telephone operator, 46, 
47 

Central office telephone trunks, 44 
Central time, 124 
Certificate of deposit, 17, 18 
Certifying, 237 
Change memorandum, 262 
Charge accounts, 221, 222 
Charge record, 178 
Chart, time, 126, 127 
Charts, 218 

Check book, stub of, 22, 23 
Check certifiers, 237 
Check number, 20 
Check protectors, 237 
Checks, 5, 6, 18, 222, 237-239; 
balancing of, 29; canceled, 22, 23; 
cashier’s, 8; certified, 8; clearing 
number of, 20; counter, 8; drawee 
and drawer of, 9; illustration of, 
12; indorsement of, 20, 21; maker 
of a, 9; making of, 28, 29; pay, 
221; payee of a, 9; personal, 6; 
points about, 21-23; problems in 
making, 28, 29; restrictive in¬ 
dorsement of, 21; travelers’, 5, 11; 
voucher, 8 

Cipher messages, 138 
Circular letters, 268 
Circularization, 216 
Claims, 353 
Clearing house, 350 
Clearing number of check, 20 
Clips, wire, 239 
Coastal stations, 159 
Code books, 123, 135, 136 
Code word, a, 128 

Codes, 130, 134; private, 138; trans¬ 
lation of, 139. See also Messages 
Coding, 325; example of, 152; in 
filing, 165, 183, 185; problems in, 
202 

Coin changers, 238 
Coin counters and sorters, 238 
Collateral, 350 
Collateral note, a, 16 



INDEX 


367 


Collection letter, 90, 108, 134, 328, 
329 

Collection tray, 174 
Colloquialisms, 108 
Commercial paper, 350 
Communication, necessity for speed 
in, 123 

Competition, 320 
Compotype machine, 218 
Consignee, 350 
Consignor, 350 
Consolidated catalogs, 277 
Contract, 350 
Copy, master, 220 
Copy holders, 238 
Copying machine, 209, 214, 215 
Correspondence, 57-88; digest of, 
326, 327; follow-up, 176-178; 

machines used in connection with, 
211-225 

Cost accounting, 232 
Courtesy, 2, 45, 107, 108; telephone, 
47-50 

Credit, 279, 350 

Credit posting, 229 

Creditor, 350 

Cross-indexing, 173, 174 

Cross references, 168, 173, 174, 186 

Currency, 350 

Customer not a “party,” 107 
Customers, charge account, 221, 222 
Cylinder, perforated mimeograph, 
219 

Cylinders, dictating, 211, 212 

Daily Record of Cash Receipts, an 
entry in, 228 
Date for appointment , 108 
Dating stamps, 58, 60, 61 
Day letters. See Telegrams 
Daylight saving time, 126 
Dead Letters, Division of, 73 
Debit posting, 229 
Decoding, 139 
Deed, 350 
Definition, 269 
Dependability, 329 
Deposit slips, 5, 10, 19, 20, 23, 324 
Depositor, 6 

Deposits, 6, 324; bank, 23 
Derivation of words, 269 
Desk calendar, 58 


Desk tickler, 321, 322 

Dewey, Melvil, 190 

Dial code, 41 

Dial telephones, 41, 42 

Dictaphone, 104, 211, 212 

Dictation, 103, 104, 211, 212, 316; 

typed directly, 328 
Dictatype, 213, 214 
Diction, 115 

Dictionaries, 269-271; business, 116— 
122; problems about, 292, 293; 
unabridged, 265 
Dictograph, 209, 232, 233 
Directories, 275-278; business, 265; 
business and professional, 276, 277; 
city, 266, 276, 288; problems 
about, 303, 304; street, 265, 288; 
telephone, 265, 266, 276; trade, 
265 

Directory arrangement of names, in 
filing, 167 

Discount, bank, 18, 350; trade, 350 
Discounting a note, 18 
Dishonored (bank term), 18 
Distribution, appropriation and ex¬ 
pense, 232 
Ditto machine, 215 
Division of Dead Letters, 73 
Draft, 11, 12; bank, 12; sight, 12; 

time, 12; two-party, 12 
Drawings, 218 
Drum, printing, 217 
Dumb waiters, 70 
Dun & Company, R. G., 279, 280 
Dun Rating Book, 280; problems 
about, 312, 313 

Duplicating machines, 208, 215-220 
Duties, social, of a secretary, 330 

Eastern time, 124 
Edinburgh, 124 
Ediphone, 211, 212 
Electric horns, 237 
Elliott-Fisher machines, 224, 227, 
229 

Employe, relation of, to employer, 
1,2; relation of, to fellow workers, 
2; social activities of, 321 
Employer. See Employe 
Employes, relations among, 319 
Employment agency, 315 
Encyclopedias, 272, 273; problems 


368 


INDEX 


about, 294; specialized, 273. See 
also Reference books 
Entries, order, 231 
Entry, 351 
Enunciation, 49 
Envelope feed, 217 
Envelope opener, 58, 61 
Envelope, pay, 221, 222 
Envelopes, 92-94 

Equipment-Research Corporation, 
239 

Errors of judgment, 266; of fact, 266 
Exclamation point, 362, 363 
Expansion folders, 171 
Expense distribution, 232 
Express, 351 
Extension, 351 
Extension stations, 44 

Facsimiles, 237 

Feed, automatic card and envelope, 
217; for billing machine, 229 
Feeder, automatic, 220 
Fees, domestic money order, 336; 

insured, 334; registry, 333 
File operations, 164 
Files, central, 164; departmental, 
164, 165 

Filing, 162-207, 215, 339-348; al¬ 
phabetic, 180, 181; automatic, 

181-183; coding in, 165, 183, 185; 
decimal, 189, 190; definition of, 
165; directory, arrangement of 
names in, 167; equipment for, 162; 
flat, 168, 169; general questions on, 
192, 193; geographic, 186, 187, 
189; numeric, 184-186; methods 
of, 165, 168-175; problems in, 
193-207; subject, 185, 189-192; 
terms of, 165, 167; vertical, 169- 
175 

Filing cabinets, 170, 222 
Find It Yourself, 267 
Firms supplying office material, 359- 
361 

Flashing lights, 237 
Folders, 170-173; individual, 186; 
individual or special, 172, 173; 
miscellaneous, 172, 186 
Follow-up system, 176-178 
Follow-ups, 168; billing, 230 
Follower , 170, 171 


Forms, billing, 230; bookkeeping, 228 
Freight, 351 
Funds, 351 

Gazeteers, 274 

Gelatin process, 215, 219, 220 
Gelatin strip, 220 
Geography, economic, 325 
Gift order service, 141 
Government publications, 288 
Grammatical construction, 108 
Graphotype, 221 

Guide books, 275-278; problems 
about, 303, 304 

Guides, 172, 174, 175, 180; alpha¬ 
betical card, 179; filing, 186, 189, 
190; in follow-up system, 176; 
primary and secondary, 182; street, 
275 

Handwriting, mimeographing of, 218 
Health, 320, 321 
Hectograph principle, 215 
Help Wanted, 315 
Herewith, 106 

Hollerith tabulating machine, 231 
Honored (bank term), 18 
Hooper-Holmes Bureau, the, 281 
Hopper, a, 232 

Identification card, corporation, 19; 

individual, 18 
Identification slip, 10-11 
Impressions from type, 215 
In and Out rack, 210 
Inclosures, 326; parcel, 338. See 
also Mail 

Index, automatic, 183; card, 185, 
186; map, 295, 296; newspaper 
286; problems about magazine 
and newspaper, 313, 314 
Index cards, 179 

Indexes, central, 164; departmental, 
164, 165; magazine, 283-285; vis¬ 
ible, 179, 180 

Indexing, 339-345; classification of, 
186-189; in filing, 165, 186 
Indicia, official U.S. metered mail 
multi-denomination, 67, 68 
Indorsed note, an, 16 
Indorsement, 9. See also Checks 
Information, about people, 278, 279; 


INDEX 


369 


confidential, 319, 320; financial, 
279-283; telephone, 36 
Information card, tabulating ma¬ 
chine, 234 

Information operator, 46, 47 
Ink, 91; duplicating, 220; indelible, 
234; mimeograph, 219; printing, 
218 

Initiative, 329 
Insurance, 351 
Insurance accounting, 232 
Insurance companies, 237, 281 
Interest, 18, 26; compound, 26 
Inventories, footing, 226 
Inventory, 351 

Invoices, 222, 225, 228, 231, 239, 256, 
257,351; mimeographing, 219 
Itinerary, salesmen’s, 318 

Journal, 351; sales, 228 
Journals, trade, 265 

Keys, giving credit information, 279; 
to rating, 280 

Label pasters, 238 
Labels, 222, 238 
Labor saving devices, 209 
Language, in radiograms, 144 
Lease, 351 

Ledger, 351; accounts receivable, 228 
Ledger balances, 226 
Letter copying, carbon, 215. See 
also Carbon copies 
Letter folding machine, 69, 70 
Letterhead, the, 91, 95 
Letter press, 214, 215 
Letter press book, 214 
Letters, acknowledgment, 103; ad¬ 
justment, 90, 103; addressing 

multigraphed, 216; block, 102, 
316; circular, 208; close of, 107; 
collection, 90, 103, 104, 328, 329; 
credit, 103; delivery of goods, 104, 
105; ending of, 106; envelopes for, 
92; estimate of repair, 105; fold¬ 
ing of, 93, 94; foreign, 336; form, 
104, 328, 329; general form of, 317; 
grouping of, 103-105; heading of, 
95, 96; inside address of, 96; loca¬ 
tion of lost merchandise, 104, 105; 


margin in, 92; neglected, 328; 
of application, 103, 108; of credit, 
5, 11; order, 103; paper for, 90, 
91; personal, 105; registered, 322, 
323; requesting attention of in¬ 
dividual, 96; return of merchan¬ 
dise, 104; sales, 90, 103, 104; 
salutation in, 97, 98-100, 286; 
signature in, 101, 102, 107; single¬ 
spaced, 102; six parts of, 95; the 
writing of, 92, 93; well-phrased, 
101-103 

Letter writing, 89-122; ancient, 89; 
exercises in, 110-115; ink used in, 
91; mechanics of, 90; modern 
usage in, 106-109; modern, 89, 
90; questions on, 109 
Liabilities, 351 

Libraries, financial, 282; firm, 268; 

public, 276, 282, 285, 288 
Library, the, 265 
Lieber’s, 135 

Listing machines, 225, 226 
Loan, bank, 351; call on demand, 
351; short time bank, 6; time, 351 
Long distance, 43, 46, 47 
Loose sheet drawer, the, 169 
Los Angeles, 124 

Machines, care of office, 325, 326; 
classroom equipment of, 208; gen¬ 
eral questions about, 239, 240; 
problems about, 240-264. List of: 
Accounting, 209, 227, 229 
Adding, 208, 225, 226; problems 
for, 247-260 

Addressing, 221-224; problems 
for, 240, 241, 247 
Automatic typewriting, 223-225 
Billing, 229-231; problems for, 
247-260 

Bookkeeping. See Accounting 
Burroughs adding, 226 
Burroughs billing, 229 
Burroughs bookeeping, 227 
Calculating, 208, 225, 226; 

problems about, 247-260 
Compotype, 218 
Copying, 209, 214, 215 
Cutting (for stencils), 238 
Dictating, 209, 211, 212 
Ditto, 215 


370 


INDEX 


Machines, {continued) 

Duplicating, 208, 215-220; 

classification of, 215 
Ediphone, 212 
Elliott addressing, 224 
Elliott-Fisher, the, 227 
Elliott-Fisher billing, 229 
Envelope sealing, 69 
Graphotype, 221 
Hollerith tabulating, 231 
Letter folding, 69, 70 
Listing, 225, 226 
Mailing, 65, 66 

Mimeograph, 215, 218-220, 323 
Mimeoscope, 219 
Multi-Denomination postage 
meter, 68 

Multigraph, 215-218, 323, 324; 

problems for, 241-247 
Non-listing, 224 
Numbering, 238, 239 
Package tying, 239 
Paper tape, 69 
Photostat, 236, 237 
Powers tabulating, 231 
Printing telegraph, 67 
Remington billing, 229 
Remington bookkeeping, 227 
Roller copier, 214 
Roneo copier, 215 
Sealing and stamp affixing, 67 
Shaving, 212 

Special communicating, 232-236 
Speedograph, 215 
Stapling, 239 
Stencil cutting, 238 
Stenotype, 213, 214 
Tabulating, 231, 232 
Telautograph, 209, 234, 235 
Telephone typewriter, 235, 236 
Time recording, 209-211; card, 
209, 210; dial, 210, 211 
Transcribing, 211, 213 
Victor, 226 
Wales, 226 

Magazines, 282, 283; problems about, 
313 

Mail, 57-88; addressing, 72, 75; ad¬ 
dressing of outgoing, 82-85; air, 
76, 77, 337, 338; branch office, 71, 
72; C.O.D., 334, 335; cash re¬ 
mittance receipt for, 64; classifica¬ 


tion of, 331-337; confidential, 71; 
damaged, 72; duties of clerks for 
outgoing, 70-72; equipment for, 
65-70; first class, 68, 331; foreign, 
70; fourth class, 331, 332; general 
problems about, 87; inclosed but 
not sealed, 71; inclosures in, 62; 
incoming, 63; insured, 63, 333, 334; 
metered, 67, 68; opening of, 62; 
outgoing, 63; overweight, 68, 71, 
72; parcel post, 64, 68, 86, 87; 
problems in distribution of, 79, 80; 
registered, 63, 71, 332, 333; routing 
of, 63, 64; routine, 71; second 
class, 331; special delivery, 63, 
71; special handling, 334; sort¬ 
ing of incoming, 62, 63; sorting 
of outgoing, 85, 86; third class, 
331 

Mail cell rack, 58, 63 

Mail clerks, desk equipment of, 57; 

duties of, 62-64 
Mail complaints, 72 
Mail distributors, portable, 63 
Mail messenger service, 70, 71 
Mail messengers, 63 
Mail reference books. See Reference 
books 

Mail rubber stamps, 70 
Mail table, 58; for outgoing corre¬ 
spondence, 65, 66 
Mailing cards, 222 
Mailing list, 73 
Mailing machine, 65, 66 
Mailing room, illustration of, 58 
Mailing scales, 65 
Mailing supply cabinet, 65 
Mailing tags, 73 
Manifest, 351 
“Map pins,” 299 

Maps, 218, 265, 274, 276; problems 
about, 297-303; railroad, 265 
Margin, the, 92 

Marshall Field’s twelve points, 2, 3 
Master copy, 220. See Copy 
Memorandum pad, 58 
Messages, cipher, 138; code, 134-138; 
mutilated, 124; mutilated cable, 
139; sending and delivery of tele¬ 
graph, 132, 133; social, 130 
Mexico City, 124 
Microphone, the dictograph, 233 



INDEX 


371 


Mimeograph, the, 215, 218-220, 320 
Mimeoscope, 219 
Minutes, recording of, 322 
Money inclosures, 62 
Money orders, 335; telegraphic, 
139-141 

Montevideo, 124 
Morse code system, 133 
Mortgage, 351 
Motor drive, 217 
Mountain time, 124 
Multi-Denomination postage meter 
machine, 68 

Multigraph, 215-218, 323, 324; prob¬ 
lems for, 241-247 

Neatness, 317 

Negotiable, 352; instrument, 16 
New Orleans, 124 
New York, 38, 124, 126 
New York-San Francisco radio cir¬ 
cuit, 144 

Newspapers, 285; problems about, 
313, 314 

Night letters. See Telegrams and 
Cablegrams 

Night messages. See Telegrams 
“Ninety days after sight,” 15 
Non-listing machines, 224 
Non-negotiable, 352 
North Atlantic Coast Stations, 159 
Notary public, 352 
Note, collateral, 16, 352; demand, 
352; discount (see Discounting a 
note), 18; joint, 352; joint and 
several, 352; negotiable, 352; 
non-interest bearing, 352; non- 
negotiable, 352; promissory, 15, 
16, 352; time, 352 
Numbering machine, 238, 239 

Office Policy Booh , 315, 316 
“Omnibus” envelope, 71, 72 
Operator, telephone, 233 
Orders, 222, 236, 352 
Originals, 220 
“Out” guide, 175 
Overtime, 209, 322 

Pacific Coast Stations, 159 
Pacific time, 124 
Package tying machines, 239 


Packing slip, 230 
Paging, automatic, 237 
Paper, protected bank, 238 
Paper clips, 58 
Paper cutters, 239 
Paper fasteners, 239 
Paper money value, 352 
Paper punch, 58 
Paper tape machine, 69 
Paragraph indention, 98 
Paragraphing, 317 

Parcel post, 331, 332; foreign, 336, 
337. See also Mail 
Parcels, wrapping of, 73 
Parentheses, 363 
Participles, dangling, 107 
Parts of speech, 269 
Party line ( telephone ), 37 
Pass book, 9, 23 
Pay check, 221 
Payee, 21 

Pay envelope, 221, 222 

Pay roll, 210, 221, 231, 327, 352; 

problems in making a, 260-264 
Paying teller, 9 
Payor, 9 

Pencil, indelible, 220; steel-pointed 
mimeograph, 218 
Perforations, stencil, 219 
Perforator, automatic typewriter, 223 
Period, the, 362 
Periodicals, 252-283 
Phonetics, machine shorthand based 
on, 213, 214 
Photo-radio, 144 
Photostat, 236, 237 
Phrasing, meaningless, 107; old 
style, 108 
Plate, 221 

Pneumatic tubes, 70 
Poise, 320, 321 
Policy, 352 

Position, obtaining a, 315 
Post cards, 222; to foreign countries, 
336 

Postage, return, 335 
Postage Magazine , the, 90 
Postage meter, 67 
Postage metering machine, 68 
Postage rates, 64, 74 
Postal rates, 64, 74 
Postal regulations, 74 


372 


INDEX 


Postal scales, 69 

Postal Telegraph-Cable Company, 
123 

Posting, debit and credit, 229; to 
Accounts Receivable Ledger, 228 
Powers tabulating machine, 231 
Premium, 352 
Prepaid radio replies, 144 
Primary guides, 182 
Printing, multigraph, 216, 217 
Printing bed, 220 
Printing drum, 217 
Printing from type, 224 
Printing telegraph machine, 67 
Private branch exchange attendant, 
46, 47 

Promissory note, 15, 16. See also 
Bond 

Pronunciation, 269 
Protected bank paper, 238 
Publications, government, 288 
Punctuality, 209 

Punctuation, 286, 317, 362, 363; in 
close of letter, 101; in inside ad¬ 
dress, 97; in letter heading, 96; 
in radiograms, 145; in telegrams, 
128; open, 316 

Question mark, 362, 363 
Quotation, a, 363 
Quotation marks, 363 

“RP,” 144 

Radio, 123, 124; marine, 145, 146 
Radio Corporation of America, 123, 
143 

Radio Rate Book, 123, 158 
Radiograms, 43, 141-146; address in, 
145; classification of, 143-145; 
problems in cost of, 158, 159; re¬ 
peated, 144, 145; social, 146 
Radioletters, 141-146 
Radiomarine Corporation of America, 
146 

Railroad accounting, 232 
Railroad guides, 265 
Railroads, 237 

Rates, air mail, 337; cable, 123, 133; 
foreign mail, 336, 337; long dis¬ 
tance telephone, 43; postage, 64; 
postal, 74; radio, 143; telegraph, 
123, 156; wireless, 159, 161 


Rating, financial and credit, 279-281 
Receipts, 352; express, 230; return, 
330, 334; warehouse, 16 
Receiving teller, 9 
Recorder, dictaphone, 212 
Records, departmental, 231 
Reference books, 265-314; classroom 
equipment of, 265; credit and rat¬ 
ing, 265; for mail, 57, 81; general 
questions on, 289-292; problems 
about, 292-314 
List of reference books: 

American Book Trade Directory, 
277 

American Educational Directory , 
277 

American Library Directory, 277 
American Medical Directory, 277 
American Newspaper Annual and 
Directory, 277 
American Year Book, 273 
Architectural Catalog, 278 
Bankers Directory, 277 
Bible Dictionary, 271 
Book of Rural Life, 273 
Book Review Digest, 287 
Bullinger’s Monitor Guide, 307 
Bullinger } s Post Office, Express, 
and Freight Guide, 277,305,306 
Business Books, 287 
Business Communication, 286 
Business Machines and Equip¬ 
ment Digest, 239 

Chemical Engineering Catalog, 
277 

Commercial Atlas of the World, 
275 

Compton’s Pictured Encyclo¬ 
pedia, 273 

Crowell’s Dictionary of Business 
and Finance, 271 
Cumulative Book Index, 287 
Dictionary of American Biog¬ 
raphy, 278 

Dictionary of Commercial Corre¬ 
spondence in English, French, 
Spanish, Italian, Portuguese, 
and Russian, 271 
Dictionary of English Synonyms, 
272 

Dictionary of Military Terms, 
271 


INDEX 


373 


Dictionary of National Biog¬ 
raphy, 278 

Directory of Merchants, Manu¬ 
facturers, and Shippers of the 
World, 277 

Dun Rating Book, 280; prob¬ 
lems about, 312, 313 
Effective Business Letters, 280 
Encyclopedia Britannica, 272 
Encyclopedia of Banking and 
Finance, 273 

Encyclopedia of Religion and 
Ethics, 273 

Encyclopedia of Textiles, 273 
Encyclopedia of the Ceramic In¬ 
dustries, 273 
English Synonyms, 272 
English Synonyms and Antonyms, 
272 

Exporters' Encyclopedia, 277, 
294, 295 

Find It Yourself, 266 
Ford Price List of Parts, 249 
Foreign Trader's Dictionary of 
Terms and Phrases in English , 
German, French, and Spanish, 
271 

400 Business Periodicals, 287 
Guide to Reference Books, 266, 
268 

Handbook of Business Corre¬ 
spondence, 286 

Handbook of Private Schools, 277 
How to Write a Business Letter, 
286 

Instruction in the Use of Books 
and Libraries, 266 
International Atlas of the World, 
275 

International Register of Tele¬ 
graphic and Trade Addresses, 
277; problems about, 305 
Law Dictionary, 271 
Leonard's Express and Parcel 
Post Rate Book and Shipping 
Guide, 57 

Lincoln Library of Essential In¬ 
formation, 273 

Mailing List Directory and 
Classified Index to Trade Di¬ 
rectories, 277 
Manual of Style, 286 


Medical Dictionary, 271 
Moody's Manual of Investment 
and Security Rating Service, 
281 

New Cyclopedia of Practical 
Quotations, 286 

New Gazetteer of the World, 275 
New International Encyclopedia, 
272 

New International Year Book, 
272, 274 

New Standard Dictionary of the 
English Language, 270 
New World Loose-Leaf Atlas, 
275 

New York Times Index, 286 
Official Congressional Directory, 

277 

Official Guide of the Railways and 
Steam Navigation Lines of the 
United States, 275 
Official Hotel Red Book and Direc¬ 
tory, 277 

Pocket Maps, 275 
Poor's Service, 281 
Postal Guide, U.S. Official, 57, 
69, 81, 86, 265, 274 
Practical Standard Dictionary, 
270 

Publishers' Trade List Annual, 

278 

Rates for Telegrams and Cables, 
152 

Register of Directors of the United 
States, 277 

Shorthand Dictionary, 271 
Social Registers, 279 
Statesman's Year Book, 274 
Synonyms and Antonyms, 272 
Tariff Book, 123 

Teaching the Use of Books and 
Libraries, 266 

Telegraph Company Tariff, 265 
The Library Key, An Aid in Us¬ 
ing Books and Libraries, 267, 
268 (note) 

Thesaurus of English Words and 
Phrases, 272 

Thomas' Register of American 
Manufacturers, 277 
2400 Business Books and Guides 
to Business Literature, 287 


374 


INDEX 


Webster’s Collegiate Dictionary, 
270 

Webster’s New International Dic¬ 
tionary of the English Language, 
270 

Who’s Who, 278, 279; prob¬ 
lems about, 310-312 
World Almanac, 273 
World Book, 273 
Year Books, 273, 274; prob¬ 
lems about, 295-297 
U.S. Catalog, 287 
U.S. Official Postal Guide. See 
Postal Guide 
Reference library, 267 
Registers, autographic, 237; cash, 
237 

Remington billing machine, 229 
Remington bookkeeping machine, 227 
Repeat Back, 124, 132, 133 
Repetition, 108 

Report charge {telephone), 43, 44 
Report delivery, 124 
“Reporters,” 281 

Reports, sales, 328; stock market, 
236 

Resourcefulness, 329 
Retail Credit Company, the, 281 
Ribbon, hectograph, 220 
Rising inflection, 49 
Roller, impression, 220; typewriter, 
218, 219 

Roller copier, 214 
Roller press, 213, 214 
Roneo copier, 215 
Route, 352 

Routing, 352; problems about, 308, 
309 

Rubber stamps, mail, 70 

Safe deposit box, 18 

Said as adjective, 108 

Salaries, 2, 319 

Sales analysis, 232 

Sales Journal, an entry in, 228 

Sales letter. See Letters 

Sales reports, 328 

Salesmen, itinerary of, 318; map¬ 
ping out territory of, 299-301 
Salutation, 91, 98-100, 286 
Same, 106 

Savings accounts, 26 


Scales, postal, 69 

Schedules, mail-train and steamer, 
66 

Scott’s, 135 

Sealing and stamp affixing machine, 
67 

Sealing envelope machine, 69 
Secondary guides, 182 
Secretary, miscellaneous duties of, 
329, 330; typical experience of a, 
315-330 

Securities, collateral, 352 
Sentences, long, 106 
Shannon file, 169 
Shaving machine, 212 
Sheet, balance, 349 
Shipment, 353 

Shipping, problems about, 309, 310 
Shorthand, machine, 213, 214 
Sight draft, 12 
Signal bells, 230 
Signals, follow-up, 178 
Signature, the, 101; in cables, 138, 
139. See also Letters and Tele¬ 
grams 

Situation wanted, 315 
Social Registers. See Reference 
books 

Sorting, coins, 238; in filing, 165; 

tabulated information cards, 232 
Sorting tray, 174 
Sounding devices, 237 
Spacing, 225 
Speedograph, 215 
Spelling, 269, 317 
Spindle file, 168 
Spring steel clip binders, 239 
Staggered positions, 174 
Stamp, postage, 102; air mail, 337 
Stamp affixer, 69 
Stamping, 73 
Standard Time, 126 
Stapling machines, 239 
Statements, 5, 22-25, 222, 225, 228, 
231, 322; mimeographing, 219; 
monthly, 221, 222, 226 
Statistics, 231, 232 
Stencils, 215; cutting machines for, 
238; fiber or tissue, 224; for auto¬ 
matic typewriter, 223, 224; hand¬ 
written, 218; typewriting, 218, 
219 


INDEX 


375 


Stenographers, 238 
Stenography, 209 
Stenotype, 213, 214 
Stock accounting, 232 
Stock market reports, 236 
Stocks, 16 

Straight-edge folders, 171 
Straight note, a, 16 
Strip, gelatin, 220 

Structure, involved, 109; grammati¬ 
cal, 108 
Stub, 353 
Stylus, 218 

Subject, 108; omission of, 106 
Substitution card, 175, 177 
Synonyms, 271 
Systematic saving, 26, 27 
Switchboard, 233, 317, 318; cordless, 
44, 45; in private branch exchange, 
44, 45; monitor, 45; use of office, 
53, 54 

Switchboard cord, 44, 45 

“TC,” 144 
Tab folders, 171 

Tabs, guide, 174, 175, 179, 180, 181, 
186, 189, 190 

Tabulating machines. 231, 232 
Tacks, map, 275, 325 
Tags, 222 
Tape sealers, 239 
Tariff, 353 
Tariff Book, 123 
Telautograph, 209, 234, 235 
Telegrams, 43, 123-133, 318; busi¬ 
ness, 129, 130; confirmation of, 
129, 318; cost of, 127, 128, 132, 
133; day letter, 130, 131, 327; 
definition of, 127; full rate, 130; 
illustration of, 131; night letter, 
131, 327; night message, 131; 
problems in cost of, 156, 157; 
punctuation in, 128; recording of, 
155; social, 130; timing, 128 
Telegraph, the, 123-125; general 
questions about the, 146-148; 
problems in use of, 150-151; uses 
of the, 129, 130 
Telegraph blank, 128 
Telegraph company, tariff books of, 
265 

Telegraph rates, 123, 136 


Telegraphic code, Western Union, 
152 

Telephone business office. See Tele¬ 
phone contacts 

Telephone calls, appointment, 43; 
dial, 41, 42; emergency, 44; out- 
of-town, 42, 43; placement of, by 
voice, 38; rates of, 43 
Telephone contacts: 

Business office, 46, 47 
Central office operator, 46, 47 
Information operator, 46, 47 
Long distance operator, 46, 47 
Private branch exchange attend¬ 
ant, 46, 47 
Repair service, 46, 47 
Special operator, 46, 47 
Telephone conversation, 49, 50, 54, 55 
Telephone directories, 32, 33, 35, 
105, 265; classified, 37, 52, 53; 
problems in, 52; suburban, 36, 37 
Telephone extension stations, 44 
Telephone numbers, 35-38; change 
in, 47 

Telephone office, illustration of, 33 
Telephone operators, 40, 233 
Telephone switchboard. See Switch¬ 
board 

Telephone voice, 48-50 
Telephones, 32-56, 123; “busy” 
signal of, 42; class of, 32, 33; dial, 
38, 40, 41; illustration of, 39; 
intelligent use of, 35; inter-office, 
232, 233; placing calls on dial, 41, 
42; private branch exchange, 44; 
repairing, 47; report change of, 43, 
44; ringing of, 42; sending tele¬ 
grams through, 43, 44; univer¬ 
sality of, 34; voice, 38, 40 
Telephoning, general problems in, 
55, 56; long distance, 43, 46, 47 
30th ult. in re, 108 
Tickler record, 178 
Time cards, 222 
Time chart, 126, 127 
Time differences, 124, 126; problems 
in computation of, 148, 149 
Time draft, 12 

Time recording machines, 209-211 
Time sheets, 222 
Time stamps, 58, 60-63 
Time table, 265 



376 


INDEX 


Tracers, 353 

Trade acceptance, 12-14 

Transcribing, 316 

Transcribing machine, 211, 213 

Transfer cases, 174 

Transfer of filing material, 174 

Transfer periods, 174 

Transit Time-Letter Mail, 57 

Translating of codes, 139 

Triple Check Automatic Index, 181 

Type, changing, 225; multigraph, 

217 

Type brush, 219 
Type face, 225 
Typesetter, multigraph, 216 
Typewriter, 208; automatic, 223- 
225; caring for the, 326; elec¬ 
trically operated, 209; flexible, 
224, 225; the telephone, 235, 236 
Typewriting, 209; mimeographing, 

218 

Typists, 238 

Underselling, 320 
Unfiled material, 174 
Unit, filing cabinet, 170 
Unpacking , 139 
U.S., 124 

Usage, demands of modern, 106-109 


Variadex alphabetic index, 180 
Varityper, 223-225 
Vertical cabinets, 170, 222 
Victor machine, 226 
Visible index, 179,180 
“Void,” 238 
Voucher, 18, 353 

Wales machine, 226 
War Department, 192 
Warehouse receipt, 16 
Waybills, 222, 353 
We beg to remain , 106 
Western Union, 123 
Western Union Code Book, 135 
Western Union Tariff Book, 159 
Winnipeg, 124 

Wireless, 123, 124, 141-146; prob¬ 
lems in cost of, 159, 160 
Wires, private telegraph, 133 
Words, books about, 271, 272; busi¬ 
ness, 116-122; code, 135; how 
counted in radiograms, 145; key, 
136; misused, 115, 116 
Work, left-over, 329 
Wrappers, 222 
Wrapping, 73 

Zones, time, 124, 126 




























/ 







* 




\ 





























